ADOA General Accounting Office AFIS MANUAL: ASSET … Asset Management.pdf · with the assignment information. Maintenance transactions used to record asset changes (such as improvements,

ADOA – General Accounting Office

AFIS MANUAL: ASSET MANAGEMENT

– Internal Use Only ADOA – GAO 9/01/2019 V6_0 Asset Management 2

ASSET MANAGEMENT

Table of Contents

PURPOSE ............................................................................................................................................................... 4

OVERVIEW OF ASSET MANAGEMENT .................................................................................................................... 5

FIXED ASSET LIFECYCLE .................................................................................................................................................... 5 FIXED ASSET EVENT TYPES ............................................................................................................................................... 6 MANUAL FA ................................................................................................................................................................. 7 FIXED ASSET TABLES AND INQUIRIES .................................................................................................................................. 8 ADDITIONAL FIXED ASSET TABLES .................................................................................................................................... 21

THE FIXED ASSET SETUP AND CREATION .............................................................................................................. 22

FACC TABLE ............................................................................................................................................................... 23

ACQUIRING AN ASSET .......................................................................................................................................... 25

FA DOCUMENT COMPONENTS ........................................................................................................................................ 25 FIXED ASSET HEADER .................................................................................................................................................... 26 FIXED ASSET COMPONENT ............................................................................................................................................. 27 AUTO APPLY FUNCTIONALITY.......................................................................................................................................... 30 FIXED ASSET WARRANTY ............................................................................................................................................... 31 FIXED ASSET ACCOUNTING ............................................................................................................................................. 31 FIXED ASSET POSTING COMPONENT ................................................................................................................................ 32

FA DOCUMENT DATA ENTRY................................................................................................................................ 33

NAVIGATE BETWEEN DOCUMENT COMPONENTS ................................................................................................................ 33 FIXED ASSET HEADER .................................................................................................................................................... 33 FIXED ASSET ................................................................................................................................................................ 36 FIXED ASSET WARRANTY ............................................................................................................................................... 40 FIXED ASSET ACCOUNTING ............................................................................................................................................. 40 FIXED ASSET POSTING ................................................................................................................................................... 42 DOCUMENT VALIDATION AND SUBMISSION ....................................................................................................................... 42 STANDARD PURCHASES ................................................................................................................................................. 43 DONATION .................................................................................................................................................................. 51 MEMO ASSET .............................................................................................................................................................. 62 RESEARCHING FA DOCUMENTS ....................................................................................................................................... 73

MAINTAINING AN ASSET ..................................................................................................................................... 74

BETTERMENT ............................................................................................................................................................... 74 SIMPLE MODIFICATION ................................................................................................................................................. 81 FM HEADER ................................................................................................................................................................ 82 FM COMPONENT ......................................................................................................................................................... 82 CAPTURE WARRANTY, LABOR AND MATERIAL COSTS .......................................................................................................... 87 MODIFY ASSET VALUE ................................................................................................................................................... 92 FI HEADER .................................................................................................................................................................. 93 FI COMPONENT ........................................................................................................................................................... 93 FI ACCOUNTING ........................................................................................................................................................... 93


CANCEL A FIXED ASSET .................................................................................................................................................. 99

ASSET TRANSFERS AND INTERNAL SALES ........................................................................................................... 104

REORGANIZATION PROCESS .......................................................................................................................................... 110 CREATE FIXED ASSET INTERNAL SALE DOCUMENT ............................................................................................................. 110

ASSET DEPRECIATION ........................................................................................................................................ 119

RESEARCHING DEPRECIATION DOCUMENTS ..................................................................................................................... 119

ASSET DISPOSITION ........................................................................................................................................... 124

ASSET DISPOSITION WITH SPMO APPROVAL ................................................................................................................... 124 FIXED ASSET DISPOSITION DOCUMENT COMPONENTS ....................................................................................................... 124 FIXED ASSET DISPOSITION DOCUMENT DATA ENTRY ......................................................................................................... 130 PROCESSING A FIXED ASSET DISPOSITION DOCUMENT ....................................................................................................... 133 SALE PRICE CHANGE ................................................................................................................................................... 140 SALES PRICE CHANGE DOCUMENT COMPONENTS ............................................................................................................. 140 DISPOSAL – NO SPMO APPROVAL REQUIRED ................................................................................................................. 145 LOSS OR THEFT .......................................................................................................................................................... 145 RESEARCHING FIXED ASSET DISPOSITIONS ....................................................................................................................... 145

CONSTRUCTION WORK IN PROGRESS ................................................................................................................ 147

THE CONSTRUCTION IN PROGRESS PROCESS .................................................................................................................... 147 REVIEW CONSTRUCTION WORK IN PROGRESS DOCUMENTS ................................................................................................ 151 RESEARCH THE CONSTRUCTION WORK IN PROGRESS PROCESS ............................................................................................ 158 PROGRAM ASSET GENERATION ..................................................................................................................................... 163 LEASE OVERVIEW ....................................................................................................................................................... 164 LEASE SETUP (LEASES) DOCUMENT COMPONENTS .......................................................................................................... 166 LEASES DATA ENTRY ................................................................................................................................................... 174 ENTERING A CAPITAL LEASE ASSET ................................................................................................................................. 176 RESEARCH CAPITAL LEASE TABLES AND INQUIRIES ............................................................................................................. 184 MODIFY CAPITAL LEASE ASSET ...................................................................................................................................... 187 RUN DEBT PAYMENT AND BILLING JOB ........................................................................................................................... 191 GENERATE INITIAL DEBT ACCOUNTING DOCUMENTS ......................................................................................................... 191

ASSET MANAGEMENT REPORTING .................................................................................................................... 192

REPORTS .................................................................................................................................................................. 192

APPENDIX .......................................................................................................................................................... 194

REQUIRED FIELDS FOR IT EQUIPMENT ............................................................................................................................ 198 LIST OF ACRONYMS..................................................................................................................................................... 200 TERMINOLOGY ........................................................................................................................................................... 201

All activities will be displayed with an icon


ASSET MANAGEMENT

Purpose This training guide is an introduction to the Asset Management process, which the State of Arizona will

conduct in the Fixed Assets module within AFIS. AFIS provides for the management and control of both

Capital fixed asset and Non-capital (Memo) fixed asset records.

A Fixed Asset is equipment or property that is not consumed, and has a useful life of more than one

year. Examples of Fixed Assets include: land, buildings, equipment, bridges, laptops, vehicles, and other

such long-standing improvements.

An asset is classified as a Capital fixed asset, for accounting purposes, if it is designated as one of the

following:

The asset is intended for internal use (not for resale).

The asset has a useful life extending beyond the current fiscal year.

The asset typically has a monetary value in excess of a specified threshold.

A Memo fixed asset can be recorded for any stewardship items that need to be tracked but do not

otherwise fit the criteria to be considered a Capital fixed asset. AFIS provides for the management and

control of Capital fixed asset and Memo fixed asset records. This training guide focuses on how to

perform asset management processes for Capital fixed assets within AFIS, but content is also provided

to guide users on using AFIS to manage stewardship items.

The processes described in this training guide are the minimum standards according to state policy.

Individual Departments may have additional requirements. Please contact your Department

management for clarification regarding your Department’s policies and procedures.

Training Guide Objectives In this training guide, you will:

Review the Fixed Asset Lifecycle and Fixed Asset Event Types

Perform Fixed Asset document processing

Research Fixed Assets using Reference and Query Tables

Perform Fixed Asset document maintenance

Learning Objectives In this lesson, you will:

Identify the Fixed Asset Lifecycle

List Fixed Asset Documents and Event Types

Review different Fixed Asset Documents


Navigate Fixed Asset Tables and Inquiries

List how Fixed Asset Tables and Inquiries are updated

Overview of Asset Management This lesson provides an overview of the asset acquisition lifecycle, from when a Department purchases

equipment or property to when it is disposed through Surplus Property Management Office.

This lesson reviews the different Fixed Asset documents available in AFIS, and the associated event

types used for asset management business processes. Users will gain an understanding of the Event

Type (ETYP) field in AFIS, and which event types are used on Fixed Asset documents.

The most commonly used Fixed Asset document, the Fixed Asset Acquisition (FA), is used for scenarios

such as standard purchases, donations, memo assets, multiple assets, and betterments.

Finally, users are introduced to the tables that are useful when searching for specific Fixed Asset

information, in addition to how Fixed Asset tables and inquiries are updated by Fixed Asset documents

in AFIS.

Fixed Asset Lifecycle The lifecycle of a Fixed Asset begins with the acquisition of the asset. A Department applies an inventory

tag upon receipt of the asset, and may enter the asset into its own Agency Inventory System, if

applicable. The Department enters the asset into AFIS upon payment of the vendor invoice, and assigns

the asset to a responsible entity. Finally, the Department updates AFIS and the Agency Inventory System

with the assignment information.

Maintenance transactions used to record asset changes (such as improvements, modifications, and

transfers), depreciation updates, and asset disposal are also maintained in AFIS.

Throughout the life of an asset, it may undergo a Revaluation or Reorganization process. Revaluation,

which is mostly used for buildings, occurs when the valuation amount assigned to individual assets is

changed using the automatic batch job, which generates Fixed Asset Modification (FM) documents.

Reorganization occurs when a group of assets is updated and/or transferred to a new location and/or

responsibility center. Reorganization modifies Location-related fields (Location, Sub Location or Complex

Building) or transfer Responsibility Center fields, such as Department or Unit Code. A batch process can

be used to automatically create Fixed Asset Modification (FM) or Fixed Asset Transfer (FT) documents to

specify the old and new account codes, as well as the type of reorganization to be performed. The Fixed

Asset Modification (FM) and Fixed Asset Transfer (FT) documents can also be manually entered.

AFIS enables users to manage and control their organization’s Fixed Assets throughout the asset’s

lifecycle.

A Fixed Asset Acquisition (FA) document can be manually created from the Document Catalog. Once the

FA document is validated and submitted successfully, information about the associated Fixed Asset is

stored in various tables and journals (inquiries) within AFIS. These storage locations are covered in

Section 2.4, Fixed Asset Tables and Inquiries topic.


With the implementation of the new Arizona Procurement Portal (APP) system, the automated

generation of Fixed Asset Shell documents (FAS) has been eliminated and those documents are no

longer available for online entry in AFIS.

Fixed Asset Event Types In AFIS, the Event Type code defines an event that triggers a business process. Table 1 identifies the

Event Type(s) used with each Document Code. Event types are used to signify what posting codes (PSCD)

will be used, and to apply specific data entry rules for referenced transactions, vendor and customer

codes, and all defined Chart of Accounts (COA) elements.

Although most AFIS documents contain an Event Type on the document Accounting component, a Fixed

Asset Document’s Event Type is located on the Header component. Refer to the Fixed Asset Document

Overview for information on the Fixed Asset document component components (Header, Component,

Warranty, Accounting and Posting).

Table 1: Allowable Event Types for Fixed Asset Documents

Document Code

Document Name Event Type Fixed Asset Function

FA Fixed Asset Acquisition FA01 (Default) Acquisition—Adding Fixed Asset

FA02 Betterment

FA27 Acquire a Fixed Asset Internally

FA28 Better a Fixed Asset Internally

LS23 Record Leased Capital Asset

FD Fixed Asset Disposition FA04 Dispose of a Fixed Asset

FA09 Sale of a Fixed Asset Internally

LS14 Leased Asset Disposal

FE Fixed Asset

Depreciation

FA03 Record Depreciation on an Individual

Fixed Asset

FM Fixed Asset Modification FA05 Modify Fixed Asset Non-Accounting

Attributes

FP Fixed Asset Selling Price

Change (FP)

FA12 Change Selling Price of a Fixed Asset

FT Fixed Asset Transfer FA06 Transfer Fixed Asset

FI Fixed Asset Increase /

Decrease

FA07 Increase/Decrease Value of asset

FX Fixed Asset Type

Change

FA08 Fixed Asset Type Change

FC Fixed Asset Cancellation FA11 Cancellation


Document Code

Document Name Event Type Fixed Asset Function

FRM Fixed Asset Repair and

Warranty

FA15 Repairs and Warranty Modification

FS Fixed Asset Internal Sale FA29 Internal Sale

ME Mass Depreciation LS01 Authorize Leases To Be Taken

DA Debt Accounting LS10 Record Capital Lease Receivable –

Current Portion

LS11 Record Capital Lease Receivable –

Long Term Portion

LS12 Record Deferred Lease Principal

Revenue

LS13 Record Deferred Lease Interest

Revenue

LS20 Record Capital Lease Payable –

Current Portion

LS21 Record Capital Lease Payable – Long

Term Portion

LS22 Record Capital Lease Expense &

Other Funding Sources

LS30 Amortization of Lease Costs

LS31 Accrue Lease Expense

LS32 Accrue Lease Revenue

Manual FA The Fixed Asset Acquisition (FA) document is used to record all newly acquired, contributed (donated),

or memo assets. The FA document is also used to record information about improvements

(betterments) or additions to existing assets.

Fixed Asset Acquisition (FA) document – This electronic document is used to manually record

all fixed assets acquired by, purchases with a General Accounting Expenditure GAX (non-Commodity-

based) document in Arizona Procurement Portal (APP) or AFIS system, as well other purchase

methods (e.g., donated, transferred, P-Card purchase)

With the implementation of the new Arizona Procurement Portal (APP) system, the automated

generation of Fixed Asset Shell documents (FAS) has been eliminated and those documents are no

longer available for online entry in AFIS.


Fixed Asset Tables and Inquiries The common tables and inquiries utilized by users to search for specific Fixed Asset information include:

Fixed Asset Payment Request (FAPR) table

Fixed Asset Registry, which include Header (FARHDR), Component (FARCOMP) and Accounting

(FARACTG)

Fixed Asset Journals (JFACJ and JFAAJ)

Fixed Asset History (FAHIST)

Fixed Asset tables and inquiries are updated via the following different methods in AFIS:

Updates by documents - Most tables or inquiries are updated when the documents are

finalized. This means that the table will not be updated until the document Phase is Final, which

occurs after the document has been fully approved in AFIS. Examples of document updates to

tables or inquiries: FARHDR, FARCOMP, FARACTG, FAPR and FAHIST.

Updates by users - Users with proper security authority may update some tables (usually

reference). Updates by users need to be completed by saving the record on the table. Examples

of tables being updated by users include: Custodian (CUSD), Location (LOC) and Fixed Asset

Warranty Type (FAWTYP).

Fixed Asset Registry The Fixed Asset Registry (FAR) table stores the current status of an asset and is updated through the use

of specific Fixed Asset documents and Event Types. The FAR table is made up of three tables, described

below.

Fixed Asset Registry Header (FARHDR) FARHDR is used as the central repository of AFIS Fixed Assets. The FARHDR table contains both

Acquisitions and Betterments. Betterments are considered new components of a previously acquired

asset. FARHDR contains the Fixed Asset Number and description, summary asset cost, and Responsibility

COA elements.

FARHDR contains links to the Fixed Asset Registry Component (FARCOMP) and Fixed Asset Registry

Accounting (FARACTG) pages that contain detailed information about an asset’s component and

Accounting Lines, respectively. A link is also provided to the Fixed Asset Balance Summary (FABALSQ)

page, which summarizes and displays the details of FA budget balances by Fixed Asset Number.

Fixed Asset Registry Component (FARCOMP) The Fixed Asset Registry Component (FARCOMP) table contains component level information for both

Acquisitions and Betterments.

FARCOMP contains links to the Fixed Asset Registry Header (FARHDR) and Fixed Asset Registry

Accounting (FARACTG) pages that contain detailed information about an asset’s Header and Accounting

Lines, respectively. A link is also provided to the Fixed Asset Component Balance Summary (FACBALSQ)

page, which summarizes and displays the details of FA budget balances by Fixed Asset Component.

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Fixed Asset Registry Accounting (FARACTG) The Fixed Asset Registry Accounting (FARACTG) table records the funding information, including Fund

and Detailed Accounting Distributions. An FA document can have multiple Accounting Lines to track

funds by multiple sources. For example, funding sources may include both Federal and State funds such

as, 20% Federal and 80% State.

FARACTG contains accounting level information of both Acquisitions and Betterments. FARACTG

contains links to the Fixed Asset Registry Header (FARHDR) and Fixed Asset Registry Component

(FARCOMP) pages that contain detail information about an asset’s Header and component lines.

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Fixed Asset Component Journal (JFACJ)

The Fixed Asset Component Journal (JFACJ) table serves to give users a view into the journal lines from

processing Fixed Asset documents. Fields on this journal are very different from those in other journals;

given its input source is the component line of any Fixed Asset document, not a posting line.

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Fixed Asset Accounting Journal (JFAAJ)

The Fixed Asset Accounting journal (JFAAJ) table serves to give users a view into the journal lines from

processing Fixed Asset documents. It is a source of data that can be utilized for many reports and

processes, in the Fixed Asset area of the application. Its input source is the accounting and posting lines

of Fixed Asset documents, meaning that the journal lists the associated debits and credits for each

Accounting Line. Additionally, if a disbursement document is processed for the Fixed Asset’s associated

payment, then the disbursement document information is listed in this journal.

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Fixed Asset History (FAHIST) Table The Fixed Asset History (FAHIST) Inquiry provides views to both JFACJ and JFAAJ journals using a single

selection query. FAHIST records all documents that have been processed for the asset number, and

provides a history of all the accounting and non-accounting transactions for each individual Fixed Asset

record. When an asset is cancelled, the corresponding Fixed Asset number is removed from the Fixed

Asset Registry tables; although, it remains on the FAHIST table.

A paper clip icon is displayed in the FAHIST grid for the associated Fixed Asset record, indicating

attachments are included. The State records and maintains detailed property information related to the

acquisition of Fixed Assets such as Special Provisions, Warranties, Maintenance Agreements, and

Insurance Information (including Insurable value, Insurance Company Address, Policy Number, Policy

Period (term), Type of Coverage, Coverage Limits, and Premiums). The State also records additional

information related to the disposition of Fixed Assets, such as Police reports. Therefore, to access the

attachment, click the Document ID hyperlink to transition to the document and review the attachment

from the document’s Component line.

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Navigate to the Fixed Asset Registry

Scenario You want to locate a specific Fixed Asset record on the Fixed Asset Registry Header, Fixed Asset Registry Component and Fixed Asset Registry Accounting Tables. Use the Jump To field to navigate to the Fixed Asset Registry tables.

Login to AFIS, On the Primary Navigation Panel, use the Jump to field to locate FARHDR table.

Click Go.

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This will bring up the FARHDR query as well as a Search popup window that allows users to narrow down

the results that are displayed. Records can be searched by Fixed Asset Number, Department, Unit,

Acquisition Date, etc.

Within the Fixed Asset Registry Header (FARHDR) locate a fixed asset entry.

1. In the Fixed Asset Number field, enter the Fixed Asset Number, on your student data card.

2. Click Ok to display the results of the search along with the details of the first result.

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The Fixed Asset Registry Header (FARHDR) contains the fixed asset number for a fixed asset transaction,

as well as summary information and accounting data for the fixed asset.

Open the remaining sections on FARHDR and view what information was or was not populated.

1. Click the Expand All downward facing arrow

2. View the different sections and fields

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Use the link to navigate to the Fixed Asset Registry Component (FARCOMP).

1. At the bottom of the page, click the Fixed Asset Registry Component link. Component level

information for the Fixed Asset number will display.

2. Click the Expand All downward facing arrow


Use the link to navigate to the Fixed Asset Registry Accounting (FARACTG).

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At the bottom of the page, click the Fixed Asset Registry Accounting link. Accounting level information

for the Fixed Asset number will display.

1. Click Expand All downward facing arrow


3. Click Home in the Primary Navigation Panel to return to the Home Page

Additional Fixed Asset Tables Some of the Fixed Asset reference tables used for the setup of Fixed Asset document processing in AFIS

are listed below. Users must have proper security authorization to update these tables.

Custodian (CUSD) table -Validates who has custody of the asset. The Custodian field is limited to

10 characters, but additional fields are available to enter Custodian Name and other contact

information.

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Fixed Asset Capitalization Criteria (FACC) - Defines the minimum capitalization criteria for Fixed

Asset types. The table is used in the evaluation of the Fixed Asset Acquisition/Betterment (FA)

document. Refer to the Fixed Asset Setup and Thresholds topic for more information.

Fixed Asset Catalog (FACLG) – User defined catalogs that will infer the fixed asset type, fixed

asset group, useful life, and depreciation method.

Fixed Asset Disposition Method (FADM) – This table contains acquisition codes to reflect

ownership, acquisition, and disposition methods.

Fixed Asset Group (FAGRP) - Describes Fixed Assets at a more detailed level than asset Fixed

Asset Type.

Fixed Asset Group Category (FAGCT) - Used for reporting purposes only. Fixed Asset Group

categories are collections of related Fixed Asset group codes.

Fixed Asset Type (FATP) – Established are specific balance sheet accounts and options to be

associated with each asset type. The FATP table is where asset types are defined as being

depreciable or not.

Location (LOC) - A user can define location codes and associated address information related to

the location.

Sub Location (SLOC) - Allows a user to define the valid sub-location categories for locations in

your system. The sub location is a rollup level for the location. This element is used for reporting

purposes and is optional in the system.

The Fixed Asset Setup and Creation

Learning Objective In this lesson, you will:

Identify how a Fixed Asset Acquisition document is created

Differentiate between the Fixed Asset Setup and Threshold tables

Lesson Overview As mentioned in the previous lesson, the Fixed Asset Acquisition (FA) document must be created

manually. An FA can be created through one of the methods listed below.

Document Catalog – Manually by accessing the Document Catalog, in Create mode. All data

entry is performed by the user.

Jump to – User enters the code FA, and clicks Go. The user will be redirected to the Document

Catalog with FA populated in the Code field.

Document Catalog from a source document – By copying from a previously established FA

document.

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Please refer to the Getting Started with AFIS training guide for more information about these document

creation methods.

This lesson will discuss the Fixed Asset Acquisition process.

FACC Table The Fixed Asset Capitalization Criteria (FACC) page defines the minimum criteria for the capitalization of

a Fixed Asset Type. Once the FA is created, the system checks this table to verify whether the Fixed

Asset should be capitalized or not. Memo assets are not capitalized. If the minimum criteria are not met,

but the recording of the Fixed Asset is desired, then the Fixed Asset must be classified as a memo asset.

Use either the Page Code or Jump to fields to access the FACC table.

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View the Fixed Asset Setup and Threshold for a Specific Type

Scenario You want to see the fixed asset setup for the Prisoner Transport Bus. You remember that Prisoner Transport Bus is part of the V (Vehicle) Fixed Asset Type. Navigate to the FACC table to view the criteria for Fixed Asset Type V (Vehicle).

Login to AFIS. On the Primary Navigation Panel, use the Jump to field to locate FACC table and use the

Jump to field.

1. Click Go

Review the capitalization criteria for Fixed Asset Type V.

1. Click Next below the grid

2. Click the record in the grid for Fixed Asset Type V

Note the Minimum Dollar Threshold is set to $5,000, per Arizona State policy.

Note the Minimum Useful Life is set to 5.

3. Click Home in the Primary Navigation Panel to return to the Home Page.

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Acquiring an Asset


Identify the layout and key fields of the Fixed Asset Acquisition (FA) document

Acquire a standard asset using an FA document

Record a donated asset using an FA document

Create a memo asset using an FA document

Research a Fixed Asset record

Lesson Overview The Fixed Asset Acquisition (FA) document is used to record all newly acquired, contributed (donated),

or memo assets. The FA document are also used to record information about improvements

(betterment) or additions to existing assets, which is covered in Lesson 5: Maintaining an Asset.

Lessons 2 and 3 reviewed how to manually create an FA document. This lesson will expand the concepts

of the FA document, and will review FA documents for the standard acquisition of an asset, an asset

donation, a memo asset and multiple assets.

FA Document Components Documents in AFIS are made up of various components. The FA document contains five components

that are accessible from the Secondary Navigation panel. Figure 1 below, illustrates the relationship

between these.

Header - Stores text that applies to all components of the FA document.

Component – Components list specific attributes of each asset component. Components may be

added during the life of the asset. Upon acquisition, there must be at least one component line.

Warranty - Captures the warranty details for the asset selected on the Component portion of

the document.

Accounting - Each Accounting Line belongs to a corresponding component line, used to record

COA elements for how each asset component was funded. Upon acquisition, there must be at

least one Accounting Line. Each Accounting Line contains an Event Type.

Posting - Represents the postings for each Accounting Line. Posting lines can be reviewed after

validation, but are only updated to budgets and ledgers once the document is submitted to Final

status.

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Figure 2: Fixed Asset Document Component Relationship

Fixed Asset Header The Header lists general information about the document as well as information that applies to the

asset as a whole versus the individual components of the asset.

The General Information component contains descriptive fields and date information common to most

document Headers. In addition to these common fields are fields for assigning a Fixed Asset Number and

Description. In contrast to other documents, there is an Event Type field in the Header because only one

event type is allowed per document.

From the Component

section, select the

Component Line to see

the corresponding

Accounting Lines and

click Accounting from

the Secondary

Navigation Pane.

Header

Component Line 1

Component Line 2

Component Line 3

Accounting Line 1

Accounting Line 2

Warranty Line 1

Warranty Line 2

Posting Line

Posting Line

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Fixed Asset Header – Extended Document Description This component contains the standard extended description field that is associated with the document.

It is not an extended description for the asset as it is not stored on any asset information tables.

Fixed Asset Header – Responsibility Center Tab This component contains many of the same Chart of Accounts (COA) fields found normally on the

Accounting Line plus a Custodian. The Custodian field is a means to assign an individual to the asset in

addition to location fields available in a later section. The COA found in this component are available to

record one of two types of information:

Responsibility for the asset in only a reporting sense

Actual ownership of the asset in an accounting sense

Fixed Asset Header – Composite Asset Information Tab This component contains many asset definition fields which serve as defaults to the individual

Components of the asset. A Composite Asset flag exists in this component to identify the asset as one

that will have a single setting of the values and they will not differ at the component level. Many of

these fields control depreciation.

Fixed Asset Header – Infrastructure Maintenance Tab This component contains two amount fields used to define those assets that will be maintained as

Infrastructure and not depreciated in the same manner as other assets.

Fixed Asset Header – Document Information Tab This component is common to all documents where fields are shown for who and when a document was

initially created. Two additional fields record who was the last to perform a save on the document and

when that occurred.

Fixed Asset Component The Component lists specific attributes of each asset component. Components may be added during the

life of the asset. Upon acquisition, there must be at least one Component Line.

Fixed Asset Component – General Information Tab This component contains descriptive field which are recorded for informational reporting on the

component. Many fields have specific labels which correspond to descriptive information recorded for

particular types of assets, while others contain a generic 'Description #’ label that allows for any State-

specific use.

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Fixed Asset Component – Specification Tab This component contains descriptive fields selected on the Component General Information component.

All the values in this component are entered with information from the referenced purchase order

(GAEIV1) that led to the creation of a Fixed Asset document.

InfoAdvantage reports have been created in order to assist your agency in reconciling between current

FA documents and purchases that might still require FA creation. Refer to section 9.1 – Reports.

Fixed Asset Component – Acquisition Details Tab This component contains fields to capture acquisition details. The Acquisition Date, Vendor and the

Acquisition Method must be added manually.

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Fixed Asset Component – Component Location Details Tab This component contains the same location information as the Header for recording such details at a

component that may be located at a different location as not all components may be physically attached

to one asset.

Fixed Asset Component – Component Classification Details Tab This component contains many of the same fields found on the Header for asset definition that will

control depreciation. Other fields include the Fixed Asset Classification field, which controls how the

asset is recorded for accounting purposes, as well as fields to record the Balance Sheet Accounts that

will be used for the asset.

Fixed Asset Component – Cost, Valuation, and Depreciation Tab This component contains several information fields for reporting needs, additional fields to control

depreciation, and amount fields to display an amount for the component prior to and after closing costs

are accounted for.

Fixed Asset Component – Fixed Asset Payment Request Tab This component contains document information for the Payment Request that led to a component.

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Fixed Asset Component – Internal Sale Details Tab This component contains fields identifying the previous asset number and component of a component

sold internally. Amounts are also displayed to provide details on the sale that originated in the Internal

Disposition.

Fixed Asset Component – Insurance Tab This component contains fields identifying the insurance related information for the asset.

Auto Apply Functionality The Auto Apply button is found on all Fixed Asset documents, except the FA and FRM documents. It is

located on the Header and Component components of each document.

Once a user enters the Fixed Asset Number on the document, click Auto Apply to transfer information

into the document from the Fixed Asset Registry tables. This functionality saves data entry, by auto

populating fields.

A user clicks the Auto Apply button on the document Header to infer the component and Accounting

Lines associated with the selected Fixed Asset Number. When users modify or cancel an asset, they will

have the option of modifying or canceling only a single component or the entire asset, which includes all

components associated with the Fixed Asset Number. To modify or cancel the entire asset, users can

Auto Apply information at the Header line. If users only want to modify or cancel a component, they

should Auto Apply information at the Component line.

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Fixed Asset Warranty This component captures the warranty details for the asset selected on the Component portion of the

document.

Fixed Asset Accounting The FA Accounting component lists the Chart of Accounts (COA) details for how each asset component

was funded. Upon acquisition, there must be at least one Accounting Line.

Accounting Lines are not just who funded an asset, but can also be who ‘owns’ or is ‘responsible’ for an

asset. The distinction between the two is based on the Responsibility Center Posting value, found on the

Accounting Line. If set to No, then the COA of the Accounting Line records not only the funding source of

the component but also who is responsible in an accounting sense because the asset account is

recorded with those COA. If set to Yes, then the COA at the Accounting Line only records who funded an

asset. The COA in the Responsibility Center component of the Header are overlaid onto the Accounting

Line COA at the Posting Line level to record who is responsible for the component in an accounting

sense.

Fixed Asset Accounting – General Information Tab This component contains descriptive fields and date information common to most document Accounting

Lines. In addition to these common fields are fields for defining a Funding Fiscal Year and Budget Fiscal

Year for reporting purposes. The Event Type field in this component is protected as it defaults from the

Header. The Responsibility Center Posting field exists in this component to record the default value from

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the Fund table or record a manually entered value when allowed by the Fund table.

Fixed Asset Accounting – References Tab This component includes references to a Purchase Order (GAEIV1), Payment Request, and Disbursement

Document that led to the acquisition of an asset.

Fixed Asset Accounting – Fund Accounting Tab This component contains the COA fields common to the component as found on other documents. Two

additional fields for the Pending BSA and Pending Sub BSA exist as protected fields to display the values

used on the Disbursement in the References component. The document will use them to back out the

pending account.

Fixed Asset Posting Component The Posting Component of the document lists the system-generated details used to recognize the

financial impact of a specific Accounting Line. If a Fixed Asset document has an accounting impact, the

system uses the posting line information to update the Fixed Asset and General Accounting journals and

other accounting tables. The fields and components on this page are like those of other documents with

the addition of a component to provide the Fixed Asset Number and Component Number.

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FA Document Data Entry Each FA document component requires information and/or verification. This topic describes the data

entry requirements for FA documents. To create a manual Fixed Asset Acquisition document, use the

Document Catalog.

Navigate Between Document Components To navigate within a document, a user can either click the component name at the bottom of the

document, or use the Document Navigator. The Document Navigator will be used in this training guide.

Fixed Asset Header The Header component lists general information about the document, as well as information that

applies to the asset as a whole, versus the individual component lines (located in the Component

component) of the asset.

Fixed Asset Header – General Information Tab The General Information tab contains descriptive fields and date information common to most

document Headers. In addition to these are fields for assigning a Fixed Asset Number and description.

Unlike other documents, the Event Type field is located in the Header, since only one event type is

allowed per FA document.

The following fields in the General Information tab are used in AFIS.

Document Description – A description is optional for this document.

Auto Generate FA Number - When selected, this field creates a system-generated Fixed Asset

Number with Event Type of FA01. This check box should not be selected for betterments, which

are added to an existing asset.

Prefix - When associated with an Auto Fixed Asset Numbering record, it is the prefix of up to 4

characters and numbers that will appear at the beginning of a generated Fixed Asset number

with that prefix.

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Note: The Fixed Asset number must be a unique number Statewide. Suggest prefixing agency assets

with the first two letters of the agency code. When using auto numbering enter the two letter agency

code in the prefix field. For example, for ADOA, enter AD.

Fixed Asset Number – This number is filled in, if not using the Auto Generate FA Number.

Fixed Asset Description - This is a required field used to describe the asset.

Event Type - Will default to FA01 (Acquire a Fixed Asset). Users may override the default Event

Type code to accommodate different business functions. Refer to Table 1: Allowable Event

Types for Fixed Asset Documents.

Memo Asset - Assets that may be tracked as part of the asset inventory without any net

accounting impact by flagging the asset as Memo in the Header. Memo assets have no net

accounting impact and may be used to record assets and stewardship items that do not meet

capitalization threshold requirements. This field flags the asset as a Memo on Fixed Asset tables

such as FARHDR, FARCOMP and FARACTG.

Several amount fields appear on the General Information tab, which do not require data entry. The

Document Total is the total dollar amount of the FA document. If an FA document updates the asset

acquisition cost, the Final Asset Value reflects the updated amount. This is the summarized amount for

all asset components.

Fixed Asset Header – Responsibility Center Tab The Responsibility Center tab contains many of the same COA fields found on the Accounting Line, in

addition to the Custodian field that is used to enter who is responsible for the asset. The COA elements

found in this tab record information for either:

Responsibility for the asset in only a reporting sense

Actual ownership of the asset in an accounting sense

The distinction between the two is based on the Responsibility Center Posting value, found on the

Accounting Line. If set to No, then the COA elements of the Accounting Line record not only the funding

source of the component, but also who is responsible in an accounting sense. If set to yes, then the COA

at the accounting line records only who funded an asset purchase. The COA in the Responsibility Center

tab of the Header will override the Accounting Line, at the posting line level, to record who is

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responsible for the component in an accounting sense. The default for the Responsibility Center Posting

field is blank.

The following fields in the Responsibility Center tab are used in AFIS:

Fund - the identification code associated with a fund record

Department - an identification code assigned to a central organizational level element where

the decentralized structure is set

Unit - an identification code assigned to the lowest organizational level in the main

organizational structure

Appr Unit - an identification code assigned to a single appropriation unit

Fixed Asset Header – Composite Asset Information Tab The Composite Asset Information tab contains many asset definition fields that serve as defaults to the

individual asset component lines. The Composite Asset flag is used to identify if the asset has a single set

of values (not differing at the Component level). This is typically used when processing an Infrastructure

asset. Many of these fields control depreciation. Do not populate this tab on the Header, if you have

multiple Component lines and do not want them to depreciate from the Header level values.

The following fields in the Composite Asset Information tab are used in AFIS:

Composite Asset - Value is inferred from the FA Header and identifies whether the asset should

be treated as a composite asset for depreciation purposes. Composite assets are depreciated

based on Header-level depreciation attributes.

Fixed Asset Catalog - Upon clicking Save, the Fixed Asset Type, Fixed Asset Group, Depreciation

Method and Useful Life fields to be inferred from Fixed Asset Catalog (FACLG) table.

Fixed Asset Type - Examples include: Buildings, Equipment, Land, and Vehicles. These values are

stored in the Fixed Asset Type (FATP) table.

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Fixed Asset Group - This field further classifies this asset and is filtered by the Fixed Asset Type

entered. These values are stored in the Fixed Asset Group (FAGRP) table.

Depreciation Method - Valid options: Not Applicable, Straight Line, Manually Computed, and

Modified. If the asset type is not depreciable, select Not Applicable.

Useful Life - This field is required if the asset type is depreciable. The Depreciation Indicator is

selected on the Fixed Asset Type (FATP) table. Useful Life is not allowed if the Fixed Asset Type is

not depreciable. Enter the estimated useful life of this asset as a positive integer expressed in

years. Useful Life is used in depreciation calculations to apportion total depreciation to each

year of an asset's useful life.

Acquisition Date - This date represents the date the capitalized goods or services were acquired

or received.

In Service Date - The date the asset was entered into service.

Fixed Asset The Component of the FA document lists specific attributes of each asset component. Upon asset

acquisition, there must be at least one component line. Components may be added during the life of the

asset.

Fixed Asset Component – General Information Tab The following fields in the General Information tab are used in AFIS. Users need to select Insert New

Line, before entering information in this tab.

Component Number - Each component line should have a unique number (for example: 0001,

0002, etc.).

Units - The number of units being acquired is listed.

Unit of Measure - The identification code is assigned to the unit of measure. See the Unit of

Measure (UOM) table for valid values.

Base Asset - This field is automatically selected on new assets.

Extended Document Description - This is a 1,500-character text field to provide additional

information about the Commodity or asset.

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Fixed Asset Component – Specification Tab The Specification tab contains descriptive fields regarding the Commodity selected. All the values in this

tab are entered from the referenced purchase order (GAEIV1).

Note: Users must complete required fields for IT assets. Please see the IT specific requirements located in the appendix.

Fixed Asset Component – Acquisition Details Tab The following fields are located in the Acquisition Details tab and are used in AFIS.

Acquisition Date - represents the date the capitalized goods or services were acquired or

received

Acquisition Method - used to note how the asset was acquired

Vendor - inferred from the referenced payment document

Vendor Name - inferred from the vendor number

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Fixed Asset Component – Component Location Details Tab The Component Location Details tab contains the location information for a component. To enter a

location, enter it on the Location field or select it from the pick list.

Fixed Asset Component – Component Classification Tab The Component Classification tab contains many of the same fields found on the Header that control

depreciation for Composite Fixed Assets. Other fields include the Fixed Asset Classification field, which

controls how the asset is recorded for accounting purposes, as well as fields to record the Balance Sheet

Accounts that will be used for the asset.

The following fields in the Component Classification tab are used in AFIS.

Fixed Asset Classification - Manually entered assets are usually entered as an Adjustment. Options

include the following:

Contributed - The offset balance sheet updates the Contributed Offset Balance Sheet Account defined by the Fixed Asset Type (FATP).

Adjustment - The offset balance sheet updates the Net Adjustment Asset BSA defined by the posting code. If there is no reference information (payment and disbursement), then select this option.

Memo - The balance sheet updates the Memo Balance Sheet Account defined by the asset type on FATP. Fixed Asset memo balances are carried forward from year to year until the asset is disposed, unlike the memo accounts on the Balance Sheet Account table that are temporary.

Normal – This option is only used on Shell-generated FAS documents. Do not use this option if manually creating an FA document.

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The following fields are identical to those on the Header component, Composite Asset Information tab. If specifying this information for different component lines, this information should be entered on the Component.

1. Fixed Asset Catalog

2. Fixed Asset Type – infers from the FA Catalog

3. Fixed Asset Group – infers from the FA Catalog

4. Useful Life – infers from the FA Catalog

5. In-Service Date

Fixed Asset Component – Cost, Valuation & Depreciation Tab The Cost, Valuation & Depreciation tab contains several fields for reporting needs, to control

depreciation, and amount fields.

The following fields in the Cost, Valuation & Depreciation tab are used in AFIS.

1. Salvage Value - This is an estimate of the asset's resale or scrap value at the end of its useful life. The portion of the asset represented by Salvage Value is not subject to depreciation. This is inferred based on the applicable Fixed Asset Catalog.

2. Depreciation Method – This field contains options including: Straight Line, Manually Computed, Modified and Not Applicable. The only depreciation method supported for automated depreciation is Straight Line. Modified can only be used when the asset is flagged as a Composite Asset on the Header. This will infer from the Fixed Asset Catalog.

3. Depreciation Structure - This field is required if the asset type Depreciation Indicator is selected on the Fixed Assets Type (FATP) page. This indicates which Chart of Accounts elements should be used on the depreciation posting lines. Valid values are Not Applicable, Funding Line, and Responsibility Center. Responsibility posting must be allowed on the Fund table for the specific fund and must be consistent with the selection in the responsibility center posting field on the Accounting tab, General Information tab.

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Fixed Asset Warranty The Warranty section tracks the warranty of an asset. This component captures the warranty details for

the asset selected on the Component of the document. If a Warranty is already set up in AFIS on the FA

Warranty Type (FAWTYP) table, use the pick list to select it. If the warranty is not already set up on the

FA Warranty Type (FAWTYP) table, enter the warranty information on the FA document and submit it to

final. Once it is final phase, a new record is inserted on the Fixed Asset Warranty (FAWR) table.

Fixed Asset Accounting The Accounting component records the Chart of Accounts (COA) information used when posting the

document to the ledgers, and performs updates to the applicable budgets. Upon acquisition, there must

be at least one Accounting Line. If there is more than one funding source (for example, federal and

state), enter multiple Accounting Lines for each source.

The General Information tab contains descriptive fields and date information common to most

document Accounting Lines. In addition to these fields, there are fields for defining a funding fiscal year

and budget year for reporting purposes.

Users are required to create a new Accounting Line before entering information in this component.

The following fields in the General Information tab are used in AFIS.

Event Type – Used to signify what posting codes will be used, and also bring in specific data entry rules for referenced transactions, customer codes, vendor codes, and all defined Chart of

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Accounts elements. The Event Type field in this component is protected as it defaults from the Header component.

Accounting Template – Simplifies accounting information entry. Accounting templates provide the ability to save frequently used COA data for use in subsequent document creation. These templates are used to populate fund and detail accounting elements on documents. If an accounting template is not used, enter the COA information in the Fund Accounting and Detail Accounting tabs of the document.

Line Amount – This field contains the asset value in a dollar amount.

Funding Fiscal Year – The Accounting Fiscal Year associated with the funding used to acquire an asset.

Funding Budget Fiscal Year – The Budget Fiscal Year associated with the funding used to acquire an asset.

Responsibility Center Posting – This flag indicates whether the fund can use the responsibility center posting functionality. It must be flagged if the depreciation structure is Responsibility Center on the component tab, Cost, Valuation and Depreciation component.

Fixed Asset Accounting – Fund Accounting Tab The Fund Accounting tab contains COA elements. Table 2 describes the COA elements found in the Fund

Accounting tab.

Table 2: COA Elements on Fund Accounting Tab

Chart of Accounts

(COA) Element

Notes

Fund Required COA

Object Not required COA

Department Required COA

Unit Required COA

Appr Unit Required COA

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Fixed Asset Accounting – Detail Accounting Tab This component contains the COA fields common to the component as found on other documents.

Fixed Asset Posting The Posting component lists the financial impact of a specific Accounting Line. User entry in this

component of the document is not required. Each Accounting Line has its own posting line. Users can

click the eye icon to view posting details after the document has been validated, as discussed in the

Document Validation and Submission section, below.

The Fund Accounting and Detail Accounting tabs contain specific Chart of Accounts elements, for this

document.

If a Fixed Asset document has an accounting impact, the system uses the posting line information to

update the Fixed Asset, general accounting journals, and other accounting tables.

Document Validation and Submission When a user clicks the Validate button, the system will check for errors on the document. If any errors

exist, the user should correct the errors and click the Validate button again. If the validation is

successful, the following message displays in the upper left corner of the screen: Document validated

successfully

After validation, a user may navigate back to the Header to view the auto-generated Fixed Asset

Number for those FA Documents with an Event Type of FA01. Betterments (Event Type of FA02) do not

generate a new Fixed Asset Number, as they are bettering an existing asset, which already has a Fixed

Asset Number.

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After any errors are resolved, the user should click the Submit button to submit the document for

approval. If the submission is successful, the following message displays in the upper left corner:

Document submitted successfully - Pending Approval.

Standard Purchases Standard purchases refer to the acquisition of a Fixed Asset. As previously mentioned, the Fixed Asset

Acquisition (FA) document is used to record all newly acquired Fixed Assets. In the Capture Warranty,

Labor and Material Costs Section., we discussed the fields on the FA document. To create a manual FA

document, use the document catalog.

Manually Create a FA Document

Scenario Your department records the purchase of a Harley Davidson Motorcycle for the amount of $6,500. Create a FA manually, via the Document Catalog, and access the Fixed Asset Registry to view your newly created asset information.

Login to AFIS and create an FA document from the Document Catalog.

1. Click Search from Secondary Navigation Panel

2. Click Document Catalog

3. Click Create

4. In Code field, enter FA

5. In Dept. field, enter your student data card information

6. Check Auto Numbering check box

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7. Click Create

Complete the General Information tab in the Header component.

When the document is created, a new Document ID is generated. The document is shown as Ver: 1,

Function: New, Phase: Draft.

Write down the Document ID here. ________________________________.

1. In Fixed Asset Number field enter your student data card information

2. In Fixed Asset Description field, enter Motorcycle - Harley

3. In Document Description field, enter Acquisition of a Purchased Motorcycle

4. Ensure Event Type is set to FA01

Complete the Responsibility Center tab in the Header component. Click the Responsibility Center tab.

1. In the Fund field, enter your student data card information

2. In the Department field, enter your student data card information

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3. In the Unit field, enter your student data card information.

4. In the Appr Unit field, enter your student data card information.

Complete the General Information tab in the Component.

1. Click the Open Document Navigator icon (small arrow on left side) to switch to Document

Navigator mode

2. Click Component from the Secondary Navigation panel

3. Click Insert New Line

4. In Component Number field, enter 01

5. In Commodity Code field, enter 99999

6. In Units field, enter 1

7. In Units of Measure field, enter EA (Each)

Complete the Specifications tab. Click the Specifications tab.

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1. In Manufacturer field enter Harley Davidson

2. In Model Number enter H6700

3. In Vehicle Year enter 2014

4. In VIN enter VAROOM12345

5. From Fuel Type pick list, select UNL

Complete the Acquisition Details tab. Click the Acquisition Details tab.

1. In Acquisition Date field, enter 10/01/2014

2. In Acquisition Method field, enter PURC for purchase

Complete the Component Location Details tab. Click the Component Location Details tab.

1. In Location field, select Location A from your student data card information

2. In Sub Location field, select Sub Location 001 from your student data card information

Complete the Component Classification tab. Click the Component Classification tab.

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1. From Fixed Asset Classification drop-down list, select Adjustment

2. In Fixed Asset Catalog field, enter 1070-12

3. In In Service Date field, enter 06/01/2015

4. Click Save. Verify that the Fixed Asset Type, Fixed Asset Group, Depreciation Method and Useful

Life fields are inferred from the Fixed Asset Catalog (FACLG) table.

Complete the Cost, Valuation & Depreciation tab. Click the Cost, Valuation & Depreciation tab.

1. Verify the Depreciation Method field is set to Straight Line

2. In the Depreciation Structure drop-down list, select Responsibility Center

Complete the General Information tab of the Accounting component. Click Accounting from the Secondary Navigation panel.

1. Click Insert New Lin

2. In Line Amount field, enter $6,500

3. In Funding Fiscal Year field, enter 2015 (current year)

4. In Funding Budget FY field, enter 2015 (current year)

5. From Responsibility Center Posting drop-down list, select Yes

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Complete the Fund Accounting tab of the Accounting component. Click the Fund Accounting tab.

1. In Fund field, enter your student data card information

2. In Department field, enter your student data card information

3. In Unit field, enter your student data card information

4. In Appr Unit field, enter your student data card information

5. Click Validate to check for errors. If any other errors exist, correct the errors and click the Validate button again. If the validation is successful, the following message displays in the upper left corner of the screen: Document validated successfully

Verify the Fixed Asset Number. Click the Header component.

1. Click General Information tab

2. Verify the Fixed Asset Number on the Header. It will be used in later activities. Write it down

here _________________________

Click Submit to submit the document for approval after all errors are resolved. If the submission is

successful, the following message displays in the upper left corner: Document submitted successfully

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Navigate to Fixed Asset Registry Header (FARHDR) and verify that Header information of the asset created above is appropriately updated.

1. In Jump to field, enter FARHDR

2. Click Go. The FARHDR table opens. A search window displays

3. In Fixed Asset Number field, enter number from step L3

4. Click Ok

Click the Expand All arrow just below the grid to expand all sections and review all fields.

Navigate to Fixed Asset Registry Component (FARCOMP) and verify that Component information of the asset created above is appropriately updated.

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Click Fixed Asset Registry Component link at the bottom of the Fixed Asset Registry Header page.

Click the Expand All arrow just below the grid to expand all sections.

Navigate to Fixed Asset Registry Accounting (FARACTG) and verify that Accounting information is appropriately updated, then return to the Home page.

1. Click Fixed Asset Registry Accounting link from the bottom of the Fixed Asset Registry

Component page

2. Click the Expand All arrow just below the grid to expand all sections

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Donation A private individual or organization may donate an asset to a State Department, at no cost. The

Department has the ability to record a donated asset in AFIS. The Department estimates the value of the

donated asset, typically at fair market value. Users with appropriate security authority will create a Fixed

Asset Acquisition (FA) document, to record the donation in AFIS. There are two key differences between

a donated asset and a standard purchase:

Acquisition Method set to Gift/Donation

Fixed Asset Classification set to Contributed

The document goes through a single level of approval within the Department, before going to a Final

status.

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Create an FA Document for a Donated Asset

Scenario You acquire cafeteria furniture (metal), valued at $13,800, through donation. Record the asset by manually creating an FA Document. There will be two components: 01 = $7,200; 02 = $6,600, other information remains the same on both components.

Login to AFIS. Create an FA Document from the Document Catalog.

1. Click Search from the Secondary Navigation Panel


3. Click Create

4. In the Code field, enter FA

5. In the Dept. field, enter your student data card information

6. Check the Auto Numbering check box

7. Click Create




Write down the Document ID here. ________________________________.

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1. Check Auto Generate FA Number check box

2. In Fixed Asset Description field, enter Donated Cafeteria Furniture

3. In Document Description field, enter Received donated cafeteria furniture


Complete the Responsibility Center tab in the Header component. Click Responsibility Center tab.





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Navigator mode







Complete the Specification tab. Click Specification tab.

1. In Manufacturer field, enter Norix to record the furniture’s manufacturer

2. In Model Number field, enter B200 to record the furniture’s model number

3. In Serial Number field, enter 13579 to record the furniture’s serial number

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Complete the Acquisition Details tab. Click Acquisition Details tab.


2. From Acquisition Method pick list, select GIFT

Complete the Component Location Details tab.

3. Click Component Location Details tab

4. In Location field, enter Location A value from your student data card information

5. From Sub Location field, use the picklist to select 001

Complete the Component Classification tab.

1. Click Component Classification tab

2. From Fixed Asset Classification drop-down list, select Contributed


4. Click Save. Verify that the Fixed Asset Type, Fixed Asset Group, and Useful Life fields are inferred

from the Fixed Asset Catalog (FACLG) table

5. In In Service Date field, enter 06/01/2015

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Complete the Cost, Valuation & Depreciation tab. Click Cost, Valuation & Depreciation tab.

1. Verify Depreciation Method field is set to Straight Line

2. In Depreciation Structure drop-down list, select Responsibility Cente

Complete the General Information tab of the Accounting information. Click Accounting from the Secondary Navigation panel.


2. In Line Amount field, enter 7,200.00. (Appraised Value)



5. From Responsibility Center Posting drop-down list, select Yes

Complete the Fund Accounting tab of the Accounting component. Click Fund Accounting tab.

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In Fund field, enter the value from your student data card information

In Department field, enter your student data card information

In Unit field, enter your student data card information

In Appr Unit field, enter your student data card information

Complete the General Information tab in the Component for the addition of component 02.

1. Click Component from the Secondary Navigation Panel

2. Click on the Copy Line feature to the right of component 01 in the grid

3. Click the Insert Copied Line button at the bottom of the window


1. In the Component Number field, change the Component to 02

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Complete the General Information tab of the Accounting information for Component 02.

1. Click Accounting from the Secondary Navigation panel


3. In Line Amount field, enter $6,600 (Appraised Value)



6. From the Responsibility Center Posting drop-down list, select Yes

Complete the Fund Accounting tab of the Accounting component. Click Fund Accounting tab





Click the Validate button to check for errors. If any errors exist, correct the errors and click the Validate button again. If the validation is successful, the following message displays in the upper left corner of the screen: Document Validated Successfully

Verify the generated Fixed Asset Number. Click the Header component.

1. Click the General Information tab

2. Verify that the Fixed Asset Number on the Header is auto generated and assigned. Write it here

for use in later steps ________________________________.

3. Click the Submit button to submit the document for approval after all errors are resolved. If the

submission is successful, the following message displays in the upper left corner: Document

submitted successfully

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2. Click Go. The FARHDR table opens. A search window displays

3. In Fixed Asset Number field, enter value written down above

4. Click OK

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Click the Expand All arrow just below the grid to expand all sections.


1. Click Fixed Asset Registry Component link from the bottom of the Fixed Asset Registry Header

page

2. Click Expand All arrow just below the grid to expand all sections

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Navigate to Fixed Asset Registry Accounting (FARACTG) and verify that Accounting information is appropriately updated, then return to the Home page.

1. In Jump to field, enter FARACTG and select Go. A search window displays

2. In Fixed Asset Number field, enter the value written down above

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3. Click Ok. Two Accounting Lines are displayed for your Fixed Asset Number

4. Click Expand All arrow just below the grid to expand all sections


Memo Asset Memo asset can be recorded, but don’t meet the capitalization threshold (FACC).

Only certain stewardship, memo assets are required to be entered in AFIS; however, Departments can

record and track memo assets in AFIS for other purposes, using the FA document. Refer to the State of

Arizona Accounting Manual (SAAM) for a list of stewardship items that must be tracked on AFIS.

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Once the purchasing and invoicing processes are completed, a Department receives a Fixed Asset

number and a Custodian is identified for the asset. A user with data entry authority can manually create

an FA document.

There are two key asset logging differences between a memo asset and a standard purchase.

Check the Memo Asset check box on the Header

Fixed Asset Classification set to Memo

Once the memo FA document is submitted, it goes through a single level of approval within the

Department, before going to Final status.

Once the memo FA document is in Final status, the Memo Asset Indicator flag is checked on the

FARHDR table, and the Classification Indicator is updated to Memo on the FARCOMP table.

Create an FA Document for a Memo Asset

Scenario Your department purchases four laptops at $1,000 each. Even though the unit price is less than $5,000, due to being IT equipment, it must be recorded as a memo asset. Create an FA Document.

Login to AFIS, and create an FA Document from the Document Catalog.

1. Click Search from Secondary Navigation Pane


3. Click Create



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7. Click Create




1. Check Auto Generate FA Number check box

2. In Fixed Asset Description field, enter Memo asset

3. In Document Description field, enter Memo asset entry


5. Check Memo Asset check box

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Complete the Responsibility Center tab in the Header component. Click Responsibility Center tab.






1. Click Open Document Navigator (small arrow on left side) to switch to Document Navigator

mode




5. In Commodity field, enter 99999



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Complete the Specifications tab. Click the Specifications tab.

1. In Manufacturer field, enter Dell to record the manufacturer

2. In Model Number field, enter Latitude E6400 to record the model number

3. In Serial Number field, enter 12345 to record the serial number



2. In Acquisition Method field, enter PURC (Purchase)


1. From the Location pick list, select Location A your student data card information

2. From the Sub Location pick list, select Sub Location 001 from your student data card

information.

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1. From the Fixed Asset Classification drop-down list, select Memo


3. Click Save. Verify that the Fixed Asset Type, Fixed Asset Group, Depreciation Method

and Useful Life fields are inferred from the Fixed Asset Catalog (FACLG) table

4. In the In Service Date field, enter 06/01/2015.



2. From Depreciation Structure drop-down list, select Responsibility Center

Complete the Component Location Details from the Component Location Details tab.

1. From the Sub Location pick list, select Sub Location 001 from your student data card

information

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2. From Fixed Asset Classification drop-down list, select Memo


4. Click Save. Verify that the Fixed Asset Type, Fixed Asset Group, Depreciation Method and

Useful Life fields are inferred from the Fixed Asset Catalog (FACLG) table

5. In the In Service Date field, enter 06/01/2015



2. From the Depreciation Structure drop-down list, select Responsibility Center

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2. In Line Amount field, enter 4000

3. In Funding Fiscal Year field, enter the current year

4. In Funding Budget FY field, enter the current year







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Click the Validate button to check for errors. If any errors exist, correct the errors and click the Validate

button again. If the validation is successful, the following message displays in the upper left corner of

the screen: Document Validated Successfully

Verify the generated Fixed Asset Number. Click the Header component.

1. Click the General Information tab

2. Verify that the Fixed Asset Number on the Header is auto generated and assigned. Write it here

for use in later steps ________________________________.

3. Click the Submit button to submit the document for approval after any errors are resolved. If

the submission is successful, the following message displays in the upper left corner: Document




5. Click Go. The FARHDR table opens

6. In Fixed Asset Number field, enter value written down above

7. Click OK

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8. Click the Expand All arrow just below the grid to expand all sections.


1. Click Fixed Asset Registry Component link from the bottom of the Fixed Asset Registry Header

page

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3. Click downward facing arrow just below the grid to expand all sections

4. Confirm Classification Indicator field is set to Memo


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Researching FA Documents The Fixed Asset documents update several inquiry tables. This topic reviews the tables that are updated

by FA documents and tracks details about a specific asset.

Fixed Asset Registry The Fixed Asset Registry (FAR) table stores the current status of an asset and is updated through the

use of specific Fixed Asset documents and Event Types. The FAR table is made up of three tables,

described below. Please refer to Section 2.5 for more information.

Fixed Asset Registry Header (FARHDR) - contains the Fixed Asset Number and description,

summary asset cost, and Responsibility COA elements.

Fixed Asset Registry Component (FARCOMP) - contains component level information for both

Acquisitions and Betterments.

Fixed Asset Registry Accounting (FARACTG)- records the funding information, including Fund and

Detailed Accounting Distributions.

Fixed Asset Journals Fixed Asset Transactions updates the following Journals.

FA component Journal (JFACJ) - gets updated only by the Fixed Asset documents and the Fixed

Asset Document Header and component level details. Stores the component line information

associated with each asset.

FA Accounting Journal (JFAAJ) - gets updated only when the document has Fixed Asset Number

and Component number. This update happens at the Fixed Asset Document Accounting Line

level.

General Accounting Journal (JACTG) - Fixed Asset documents with an accounting impact update

this standard journal.

Fixed Asset History (FAHIST) Journal The Fixed Asset History (FAHIST) Inquiry provides views to both JFACJ and JFAAJ journals using a single





AFIS MANUAL


Maintaining an Asset


Create a Fixed Asset betterment using the Fixed Asset Acquisition (FA) document

Create a simple Fixed Asset modification using the Fixed Asset Modification (FM) document

Capture labor and material costs using the Fixed Asset Repair and Warranty (FRM) document

Modify an assets value using the Fixed Asset Increase/Decrease (FI) document

Cancel a Fixed Asset document using the Fixed Asset Cancellation (FC) document

Lesson Overview Fixed Asset Acquisition (FA) documents cannot be modified once they are submitted. To modify an FA

document, the user must create one of the Fixed Asset adjustment documents, and then enter the Fixed

Asset Number to adjust specific characteristics of the asset. This lesson will cover how to use the

appropriate Fixed Asset document to better an asset, to perform a simple asset modification, to capture

labor and materials, as well as asset repair and maintenance information. Users will also review how to

retire an asset and how to cancel a Fixed Asset document.

These documents are created from:

Document Catalog - By accessing the Document Catalog in Create mode, all data entry is

performed by the user.

Jump to - Redirected to the Document Catalog with the document code populated in the Code

field. Once the document is created, all data entry is performed by the user.

Betterment Betterment refers to the addition or improvements to existing recorded assets, such as fixed hardware

upgrades (hard drive for a computer), the purchase of equipment accessories (communication

equipment for an existing law enforcement vehicle), and the renovation or expansion of existing real

property.

A Fixed Asset betterment, just like an acquisition, can be entered into AFIS using an FA document. The

difference between using the FA document for an acquisition versus betterment is the Event Type.

Betterments are tracked using an existing Fixed Asset Number, with a component number sequentially

increased by one.

Note: If multiple components for one asset are purchased at one time, these components can be

added all at once on the FA document, with event type FA01 (standard purchase).

However, when trying to add one or more components that are below the capitalization threshold to an

asset marked as a capital asset, the betterment process would have to be followed for those

components that are below the threshold.

AFIS MANUAL


Create an FA Document to Better an Asset

Scenario The Prisoner Transportation Bus has recently been upgraded with a Security Package. This requires the completion of a betterment against an existing asset.

Login to AFIS. Open the FA Shell from the Document Catalog.

1. Click Search from Secondary Navigation Panel

2. Click Document Catalo

3. Click Create




7. Click Create

AFIS MANUAL



1. In Document Description field, enter Adding Security Package to Prisoner Transportation Bus

2. In Event Type field, overwrite the existing value and enter FA02

3. In Fixed Asset Number field, enter your student data card information

4. Click Save. Notice the Fixed Asset Description and Final Asset Value fields are updated

Verify the Responsibility Center tab in the Header component. Click the Responsibility Center tab.

These fields are inferred from the Fixed Asset Registry.



mode

2. Click Component on the Secondary Navigation panel


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7. In Units of Measure field, verify EA (Each) defaults


1. In Acquisition Date field, enter today’s date

2. From the Acquisition Method field, enter PURC for purchase


1. From the Location pick list, select Location A from your student data card information

2. From the Sub Location pick list, select Sub Location 001 from your student data card informatio


1. From Fixed Asset Classification drop-down list, select Adjustment


AFIS MANUAL


3. In In Service Date field, click the calendar icon to 06/01/2015

4. Click Sav


1. Confirm the Depreciation Method field is set to Straight Line

2. From the Depreciation Structure drop-down list select Responsibility Center



2. In Line Amount field, enter $27,500




AFIS MANUAL







5. Click Validate to check for errors. If any errors exist, correct the errors and click the Validate

button again. If the validation is successful, the following message displays in the upper left

corner of the screen: Document validated successfully

AFIS MANUAL


Click Header. Click General Information tab.

Note: The Document Total and Final Asset Value fields are updated by the betterment.

Click Submit to submit the document for approval after all errors are resolved. If the submission is

successful, the following message displays in the upper left corner: Document submitted successfully.

Once the FA document has been approved and is in Final status, navigate to Fixed Asset Registry Component (FARCOMP) and verify that the asset information is appropriately updated, then return to the Home Page.

1. In the Jump to field, enter FARCOMP

2. Click Go

3. The FARRCOMP Search window opens. In the Fixed Asset Number field, enter the value from the student data card

AFIS MANUAL


4. Click Ok

Verify there are two lines—one for the Prisoner Transportation Bus and one for the Security Package.


Simple Modification When a Department needs to modify non-accounting attributes on a Fixed Asset, users must create a

Fixed Asset Modification (FM) document in AFIS.

The FM document may be used to record changes in an existing asset, including:

1. Asset Classification Details (Fixed Asset Catalog, Fixed Asset Group)

2. Asset Depreciation Details (Useful Life, In Service Date, Salvage Value, Depreciation Method,

Depreciation Structure, Automatically Recalculate Depreciation)

3. Valuation Details (Valuation Date, Valuation Amount, Closing Costs)

4. Location (Location, Sub Location, and Complex / Building)

AFIS MANUAL


5. General Information (Commodity Code, Units, Surface Area, Manufacturer, Model Number, Plat

Number, Serial Number, Tag Number, and Descriptions)

6. Acquisition Details (Acquisition Date, Acquisition Method, Purchasing Authority, Memo Disposal

Value, Vendor Code, Replacement Date)

FM Header The default Event Type for the FM document is FA05 (Modify Fixed Asset Non-Accounting Attributes).

Once a user has entered the Fixed Asset Number and clicked Auto Apply, the existing Component

information for the asset is inferred into the FM document.

FM Component On the General Information tab, information for the Component, such as Commodity, Units, Unit of

Measure, Tag Number, descriptive fields and whether the asset is a Base Asset is inferred.

After a user modifies the non-accounting attributes that need to be changed, the FM document may be

validated and submitted.

AFIS MANUAL


Modify an Asset’s Location with the FM Document

Scenario The location of the Harley Davidson Motorcycle (created previously), has been updated to include a sub-location. Create an FM Document to update the Location and Sub Location information for this fixed asset number. Note: This activity is linked to the previously activity, which must be completed successfully before performing the steps in this activity.

Login to AFIS. Create an FM Document from the Document Catalog.

1. Click Search


3. Click Create

AFIS MANUAL


4. In Code field, enter FM



7. Click Create

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1. In the Fixed Asset Number field, enter your student data card information

2. Verify the Event Type is set to FA05 (Modify Fixed Asset Non-Accounting Attributes)

3. In Document Description enter Update Location and Sub Location

4. Select Auto Apply

Verify the asset information is inferred on the Component.

AFIS MANUAL



mode

2. Click Component

3. Verify the Component Number, Commodity, Units, Unit of Measure, and Base Asset fields are

inferred from the Fixed Asset Number selected

Add a new location to the Component Location/Condition tab. Click the Component Location/Condition tab.

1. From New Location pick list, select your student data card information

2. From New Sub Location pick list, select your student data card information

3. Click Validate to check for errors. If any errors exist, correct the errors and click the Validate

button again. If the validation is successful, the following message displays in the upper left

corner of the screen: Document validated successfully

4. Click Submit to submit the document for approval after any errors are resolved. If the


submitted successfully.

Once approval is applied and the FM is in Final status, navigate to the FARCOMP table and verify that New Location is properly updated, and then return to the Home Page.

1. In the Jump to field, enter FARCOMP

2. Click Go

3. The FARCOMP Search window displays. In the Fixed Asset Number field, enter number from

step B2

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4. Click Ok

5. The record displays. Click Asset Classification & Location to expand the section

6. Verify that the Location and Sub Location fields are updated


Capture Warranty, Labor and Material Costs A Department may capture labor and maintenance costs associated with asset repair, maintenance and

warranty information. When the need to modify asset is not a fleet asset, a Department user can use

the Fixed Asset Repair and Warranty (FRM) document. As a reminder, upon acquisition of the asset

enters an FA document with warranty information by using the Warranty component.

The repair and maintenance costs of the asset are recorded at the FRM document Warranty - Repair and

Maintenance component, which includes the following three tabs:

The General Information Component tab contains the Component field.

The Warranty tab facilitates adding and updating the Warranty information on the Fixed Asset

Warranty (FAWR) table.

The Repair & Maintenance tab facilitates recording the repair and maintenance information for

the FA component. On submission of the FRM document to Final, the fields in this component

will insert, update or delete a record on the Fixed Asset Repair & Maintenance (FARM) table.

The FRM goes through a single level of approval within the Department before going to Final Status.

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Repair and Maintenance codes are setup and maintained by users, with security authorization on the

FARTYP table.

The value in the Repair and Maintenance Action field, which is in the Repair & Maintenance tab,

determines whether new records are added to the FARM table or existing records are modified or

deleted.

Capture Labor & Material Costs for Repairs and Maintenance

Scenario Your department wants to track the warranty and repair of its Prisoner Transportation Bus. You have looked on the FAWR and FARM tables and found that this information has not been recorded for your asset. Create the FRM document to track the warranty and repair for this asset.

Login to AFIS. Create an FRM Document from the Document Catalog.

1. Click Search


AFIS MANUAL


4. Click Create link

5. In Code field, enter FRM


7. Check Auto Numbering box

8. Click Create.


The FRM document opens. When the document is created, a new Document ID is generated. The

document is shown as Ver: 1, Function: New, Phase: Draft.

1. In the Document Description field, enter Track Warranty and Repairs

AFIS MANUAL



3. Verify the Event Type is set to FA15 (Repair and Warranty Fixed Asset)

Complete the Component General Information tab in the Warranty-Repair and Maintenance component.

1. Click the Open Document Navigator (small arrow on left side) to switch to Document Navigator

mode

2. Click the Warranty-Repair and Maintenance component.


4. From the Component Number pick list, select 1

5. Click Save

Complete the Repair & Maintenance tab in the Warranty-Repair and Maintenance component. Click the

Repair and Maintenance tab.

1. In the Repair and Maintenance Action drop-down list, select Add

AFIS MANUAL


2. In the Repair & Maintenance Type pick list, select Emerg Repair-EXT

3. In the Start Date of Repair & Maintenance field, enter today’s date

4. In the End Date of Repair & Maintenance field, enter today’s date

5. In the Labor Cost of Repair & Maintenance field, enter 575

6. In the Material Cost of Repair & Maintenance field, enter 125

7. In the Repair & Maintenance Vendor Code field, enter 88855501

Check the FRM document for errors.

1. Click the Validate button to check for errors. The vendor information infers.

2. If any errors exist, correct the errors and click the Validate button again. If the validation is

successful, the following message displays in the upper left corner of the screen: Document

validated successfully

3. Click the Submit button to submit the document for approval after any errors are resolved.

If the submission is successful, the following message displays in the upper left corner:

Document submitted successfully

Once approval is applied and the FRM is in Final status, navigate to the FARM table and verify the repair and maintenance costs are appropriately recorded, then return to the Home Page.

1. In the Jump to field, enter FARM

2. Click Go

3. The FARM table displays. Click Search

4. In the FA Number field, enter number from step B3

5. Click Ok

Once on the record, verify that the following fields are updated:

Repair and Maintenance Type

Repair and Maintenance Name

Start Date of Repair & Maintenance

End Date of Repair & Maintenance

Labor Cost of Repair & Maintenance

Material Cost of Repair & Maintenance

Total Cost of Repair & Maintenance

AFIS MANUAL


Click Home in the Primary Navigation Panel to return to the Home Page.

Modify Asset Value When users need to record accounting adjustments (increases or decreases) to an existing asset’s

Accounting Lines in AFIS, they process the adjustment using the Fixed Asset Increase / Decrease (FI)

document. Adjustments may be necessary to account for additional expenditures, accounting

adjustments, or accounting reclassifications related to the expense recorded for a specific asset. Such

adjustments may be entered using the Fixed Asset Increase / Decrease (FI) document code. Any existing

line may be increased or decreased by entering a positive or negative dollar amount. New lines may be

introduced and existing lines decreased to zero.

This document can be used only to increase or decrease the value of the asset and will not record the

increase or decrease of the quantity to change any other value of the asset. Finally, users cannot

decrease an asset below the established Fixed Asset Capitalization Criteria (FACC) minimum for its asset

type, or its accumulated depreciation. The following main events occur when processing an FA Increase/

Decrease document:

AFIS MANUAL


If a new Accounting Line has been added, then FI document adds the new Accounting Line to the FA Registry accounting.

If an existing Accounting Line has been changed (increased or decreased) the historical cost, net book value on the existing lines of the FAR accounting are updated accordingly.

The historical cost on the FAR component and Header is also updated accordingly.

When the value of an asset that has already been depreciated is increased or decreased a record is inserted to the DEPEC with the new historical cost.

Records are inserted to the FA component Journal.

Records are inserted to the FA accounting Journal.

FI documents cannot be processed for a fully disposed asset.

Many fields are protected and not editable on this document. Only those fields used to create and record the increase or decrease postings are editable. All others are completed with the Auto Apply action found on the Header and Component Line which bring information into the document from the Fixed Asset Registry tables.

FI Header The default Event Type for the FI document is FA07 (Increase/Decrease value of a Fixed Asset). Once a

user has entered the Fixed Asset Number, and clicked Auto Apply, the existing Component information

for the asset is inferred into the FI document from the Fixed Asset Registry tables.

FI Component FI component lists specific attributes of each asset component. Only component number can be

editable on this document in the case a user wishes to specify a specific component to change in value

instead of all components. All other fields are protected on this document. The Auto Apply action is

available on this page to retrieve values from the Fixed Asset Registry table for only the specified

components.

FI Accounting Enter a positive or negative dollar amount to increase or decrease an existing line, or insert a new

Accounting Line for the component and appropriate dollar amount in the Line Amount field. The FI

document may, then, be validated and submitted.

Create a New Fixed Asset Increase (FI) Document

Scenario While reviewing Fixed Asset Acquisitions Activity, you realize an incorrect purchase price was entered on the Harley Davidson Motorcycle Activity from the previous section. Use the FI Document to increase the purchase price from $6,500 to $16,500 (net increase of $10,000).

Login to AFIS. Create an FI Document from the Document Catalog.

1. Click Search

AFIS MANUAL


2. Click


4. In the Code field, enter FI

5. In the Dept field, enter your student data card information


7. Click Create

Complete the General Information tab in the Header component. When the document is created, a new Document ID is generated. The document is shown as Ver: 1, Function: New, Phase: Draft.

AFIS MANUAL


1. In the Fixed Asset Number field, enter number from Activity 3.3 (Harley Davidson)

2. In the Document Description field, enter Increasing Asset Value

3. Verify the Event Type is set to FA07 (Increase/Decrease value of a Fixed Asset)

4. Click the Auto Apply button

Verify COA elements are inferred on the Responsibility Center tab.

Click the Responsibility Center tab

Verify the Fund, Sub Fund, Department, and Unit fields are inferred

Verify the values associated with the Component Number are inferred on the Component.

1. Click the Component

2. Verify the values associated with the Component Number on the tabs. They cannot be

modified

AFIS MANUAL


3. Complete the General Information tab on the Accounting component, to increase the price of the asset

4. Click the Accounting component. It will open to the General Information tab

5. In the Line Amount field, enter 10,000 (This is the amount of the increase)

Note: In order to decrease the amount, use the negative (-) sign.

Verify the values associated with the Component Number are inferred on the Accounting component.

1. Verify the values associated with the Component Number on the tabs. They cannot be modified

2. Click the Validate button to check for errors. If any errors exist, correct the errors and click the

Validate button again. If the validation is successful, the following message displays in the

upper left corner of the screen: Document validated successfully




Once the FI is in Final status, navigate to the FARHDR table and the Fixed Asset Accounting Journal to

view updates, and then return to the Home Page.

AFIS MANUAL


In the Jump to field, enter FARHDR

Click Go

The FARHDR Search window displays. In the Fixed Asset Number field, enter number from step

B2 (Fixed Asset Number for Harley)

Click OK

Verify a record exists for the Fixed Asset Number.

Note: The Summary Asset Value, Summary Net Book Value, and the Historic Asset Cost fields are

updated.

Click the Fixed Asset Registry Component link, which is at the bottom of the page (not shown)

Verify the page has been updated

Click the Fixed Asset Registry Accounting link, which is at the bottom of the page (not shown)

AFIS MANUAL


Select the Search hyperlink located above the General Information component

In the Fixed Asset Number field, enter number from step B2

Click OK

Verify the page has been updated

Click Home in the Primary Navigation Panel to return to the Home Page

AFIS MANUAL


Cancel a Fixed Asset When an asset record has been mistakenly entered into AFIS, a Department can delete the unnecessary

asset record using the Fixed Asset Cancellation (FC) document.

It is helpful to remember the following cancellation tips.

A component has to be cancelled completely. There is no partial cancellation of a component. Nor can only one Accounting Line of the component be cancelled. If the amount on one of the Accounting Lines of a component has to be reduced to zero, the FI document may have to be used; in which case the asset entry will not be removed from the FAR table.

If only a component, and not a complete asset, is cancelled, entries from the FAR Component and FAR Accounting tables relevant to that component will be deleted. The Asset number will not be available to be reused.

If the complete asset is cancelled, entries from the FAR Header, FAR Component and FAR Accounting tables will be deleted. The Asset number will be available to be reused.

If there are any FAPR references on the document and the asset is cancelled, no FAPR updates/reversals will take place. However, the Shell generation detail are updated by removing the Shell reference from the listing on the FAPR table.

Do not process an FC on an asset for the sole purpose of adjusting the base amount for calculating depreciation, if the asset already has been depreciated in the system; rather dispose of the asset with an FD document to properly adjust the depreciation and setup a new one with a manual FA Document. Another option may be to process an FI document to change the accounting information.

If a user wants to create an asset with the FAPR reference that was on the cancelled document, a user manually creates a new asset with an FA document using the same information as the cancelled asset.

FC Header The default Event Type for the FC document is FA11 (Cancellation of a Fixed Asset). Once a user has

entered the Fixed Asset Number, and clicked Auto Apply, the existing Component information for the

asset is inferred into the FC document from the Fixed Asset Registry tables.

FC Component and Accounting Since the component level and accounting level information is inferred from the Fixed Asset Registry

tables, no additional data entry is required. The FC document may, then, be validated and submitted.

Cancel a Fixed Asset with the FC Document

Scenario Reviewing the acquisitions for the month you realize you incorrectly entered the Night Vision System on the police vehicle. Create an FC Document to cancel Component 2 as it is entered incorrectly.

Login to AFIS. Create an FC Document from the Document Catalog.

1. Click Search

AFIS MANUAL




4. In the Code field, enter FC



7. Click Create

Complete the General Information tab in the Header component. When the document is created, a new Document ID is generated. The document is shown as Ver: 1, Function: New, Phase: Draft.

AFIS MANUAL


1. In the Document Description field, enter Cancel Component 2


3. Verify the Event Type is set to FA11 (Cancellation of a Fixed Asset)


Verify COA elements are inferred on the Responsibility Center tab.

1. Click the Responsibility Center tab

2. Verify the Fund, Department, Unit, and Appr Unit fields are inferred

Select the Component Number to cancel the Night Vision System only, located on Component General Information tab.


mode

2. Click the Component. Both component lines are inferred

3. Component Number 2 is the component which has a duplicate entry

4. Select line 1 to remove the line that does not need to be cancelled

5. Click the trash can icon for the line (line 1) to be eliminated

AFIS MANUAL


A window opens confirming that you want to delete the line. Click Yes.

1. One component line remains (Component Number 2). Verify the values associated with the

Component Number on this tab are inferred from the Fixed Asset Registry tables

2. Review the other tabs. This information cannot be modified

Verify the values associated with the Component Number are inferred on the Accounting component.

From the Secondary Navigation Panel, click the Accounting component.

Verify the values associated with the Component Number on the tabs. They cannot be modified.







Once approval is applied and the FC is in Final status, navigate to the FARHDR table and verify the record for the asset remains since Component 1 still exists, then return to the Home Page.

1. In the Jump to field, enter FARHDR

2. Click Go

AFIS MANUAL


3. The FARHDR Search window displays. In the Fixed Asset Number field, enter number from step

B2

4. Click Ok

Verify a record exists for the Fixed Asset Number. Note the Summary Asset Value is $42,500.

AFIS MANUAL


1. Click the Fixed Asset Registry Component link, which is at the bottom of the page (not shown)

2. Confirm only one record for Component 01 exists


Asset Transfers and Internal Sales


Transfer an asset to a different unit using the Fixed Asset Transfer (FT) document

Review the Reorganization process

Process an internal sale using the Fixed Asset Internal Sale (FS) document

Lesson Overview This lesson covers how Department users may transfer an existing asset to a different unit within their

Department, known as an intra-agency transfer and how to process an internal sale of an existing asset

is also reviewed.

The transfer and internal sale processes covered in this section, allow the department to enter the

buying and selling information in one step and on one document. Alternatively, the department can

always use a two-step approach, of the selling agency entering a Fixed Asset Disposal (FD) document

and the buying agency entering a Fixed Asset Acquisition (FA) document. Additionally, if the asset is a

capital asset, functionality exists to allow the buying side to copy forward the FD (FA09 event type) to

create the FA (FA27 event type) document. Fixed Asset Transfer.

A Department may transfer an existing asset to a different unit within that Department in AFIS.

Additionally, a Department may transfer an existing asset to a different fund within the Department, if

both funds are marked for General Capital Assets Fund posting (Fund 1300). To record this change, a

user from the sending unit must create Fixed Asset Transfer (FT) document and provide the receiving

unit’s information, in the Responsibility Center tab on the FT Header. The new location of the asset

should also be updated on the FT Component line. After the FT document has been submitted, a

Department level approver must approve the FT document, to send it to Final Phase.

AFIS MANUAL


The FT document depreciation is calculated up until the reorganization date (Record Date of the FT

document) and is charged to the sending unit’s Responsibility Center.

Note: This is only if the asset is recorded at the responsibility center.

Create an Intra-Agency Transfer with an FT Document

Scenario You need to transfer the Harley Davidson Motorcycle from the previous activity to a different unit and location. Create an FT document to record the transfer. Note: This activity is linked to activity Manually Create an FA Document from the Standard Purchases section of the guide, which must be completed successfully before performing the steps in this activity.

Login to AFIS. Create an FT document from the Document Catalog.

1. Click Search



4. In the Code field, enter FT



7. Click Create

AFIS MANUAL






2. In the Document Description field, enter Transfer Asset

3. Verify the Event Type is set to FA06 (Transfer a Fixed Asset)

4. Click Auto Apply

Complete the Responsibility Center tab. Click the Responsibility Center tab.

AFIS MANUAL


Verify that the asset values are inferred from the Fixed Asset Registry tables on the Responsibility

Center tab.

1. In the New Fund picklist, select 9000

2. In the New Department picklist, select your student data card information

3. In the New Unit picklist, select your student data card information

4. In the New Appr Unit field, enter 1000000

Complete the Component Location Details tab.


Navigator mode


3. Click the Component Location Details tab

Verify that the asset values are inferred from the Fixed Asset Registry tables on the Component Location

tab.

From the New Location pick list, select your student data card information.

From the New Sub Location pick list, select your student data card information.

Click the Validate button to check for errors. If any errors exist, correct the errors and click the



AFIS MANUAL


Verify the Depreciation Amount is appropriately calculated based on the Depreciation Method (Straight-Line).

Click the Cost, Valuation & Depreciation Method tab

Verify the Depreciation Amount is appropriately calculated.

Verify the accounting information is appropriately recorded on the Accounting component

1. Click the Accounting component

2. Verify there are two accounting lines

3. Verify that Accounting Line 1 is selected in the grid and the Depreciation Amount is recorded on

this line

AFIS MANUAL


Click the Fund Accounting tab

Verify the depreciation calculated in the previous step is appropriately recorded on Accounting

Line 1 against the old Unit.

Click the Submit button to submit the document for approval after all errors are resolved. If the



Once approval is applied and the FT is in Final status, navigate to the JFAAJ table and verify the asset information is updated.

1. In the Jump to field, enter JFAAJ

2. Click Go

3. The JFAAJ Search window displays. In the FA Number field, enter number from step B1

4. Click Ok

AFIS MANUAL


1. Six records display, as there are two records (debit and credit) for each document number (FA,

FI and FT) that was created with this fixed asset

2. Click the first record for the FT document. Note the Posting Am (Amount) is the depreciation

amount recorded on the FT document


Reorganization Process The Reorganization Process modifies Location-related fields (Location, Sub Location or Complex

Building) or transfer Responsibility Center fields such as Department or Unit Code.

Create Fixed Asset Internal Sale Document A Department may be required to process an internal sale of an existing asset, if the asset is moving to

another fund. To complete this process in AFIS, the Fixed Asset Internal Sale (FS) document is used. The

FS document can only be used for capital assets, and will not allow the asset number to be changed. If

the asset is a memo asset, or the fixed asset number must be changed, use the two step process

discussed in the Lesson Overview of this section.

The Fixed Asset Internal Sale (FS) document allows users to sell an asset internally, and retain the asset

number associated with the internally sold asset. The buying Department creates a Fixed Asset Internal

Sale (FS) document that contains the selling price of the asset. Like the FT document, it is important to

record the new location of the asset. However, on the FS document, there are two Responsibility Center

tabs: one is for the Seller, in which the fields are inferred; the other is for the Buyer. Update the new

AFIS MANUAL


Fund, Department, and Unit in the Buyer Responsibility Center tab and the New Location field, on the

Component section.

Here are some additional fields that should be populated on the FS document:

Disposition Method

Selling Price - enter the new value

Fixed Asset Classification - select either Contributed or Adjustment

Line Amount, which records the selling price on the Accounting component

Note: The Component and Accounting Lines must equal the same value.

Create a Fixed Asset Internal Sale (FS) Document

Scenario The Department of Transportation sells a truck to your Department. In order to retain the asset number, process an FS Document to record the internal sale. The selling price is $2,000.

Login to AFIS. Create an FS document from the Document Catalog.

1. Click Search



4. In the Code field, enter FS



7. Click Create

AFIS MANUAL



1. When the document is created, a new Document ID is generated. The document is shown as

Ver: 1, Function: New, Phase: Draft

2. In the Document Description field, enter Internal Sale of Vehicle


4. Verify the Event Type is set to FA29 (Internal Sale Fixed Asset)


AFIS MANUAL


Review the Seller Responsibility Center tab. Click the Seller Responsibility Center tab.

1. Verify that the asset values are inferred from the Fixed Asset Registry tables on the

Responsibility Center tab

Complete the Buyer Responsibility Center tab. Click the Buyer Responsibility Center tab.

2. From the New Fund pick list, select your Fund from the student data card information

3. From the New Department pick list, select your Department from the student data card

information

4. From the New Unit pick list, select your Unit from the student data card information

5. From the New Appr Unit pick list, select your New Appr Unit from your student data card

information

AFIS MANUAL


Complete the Disposition Information tab. Click the Disposition Information tab.

1. Verify that the asset values are inferred from the Fixed Asset Registry tables

2. In the Disposition Date field, enter today’s date

3. In the Disposition Method field, enter TRAN

4. In the Selling Price field, enter 2000

5. In the Disposition Authority field, enter SP101

Complete the Component Acquisition Details tab.


mode


3. Click the Acquisitions Details tab

4. The Acquisition Date will infer from the Disposition Date on the Header, upon validation

5. From the Acquisition Method pick list, select TRAN

AFIS MANUAL


Complete the Component Location Details tab. Click the Component Location Detail tab.

1. From the New Location field, select Location A for your department by using the picklist

2. From the New Sub Location field, select Sub Location 001 for your department by using the

picklist

Complete the Component Classification tab.

3. Click the Component Classification tab

4. Verify that the asset values are inferred from the Fixed Asset Registry tables

AFIS MANUAL


5. From the Fixed Asset Classification pick list, select Adjustment

Complete the General Information tab on the Accounting component. Click the Accounting component.

1. In the Line Amount field, enter 2000

2. Confirm the Funding Fiscal Year field is set to 2015

3. Confirm the Funding Budget Fiscal Year field is set to 2015

4. Confirm the Responsibility Center Posting check box is checked

Complete the Fund Accounting tab. Click the Fund Accounting tab.



3. In the Unit field, enter your student data card information

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4. In the Appr Unit field, enter your student data card information

5. In the Object field, enter 8411







Once approval is applied and the FS is in Final status, navigate to the Fixed Asset Component Journal and verify the asset information is updated.

1. In the Jump to field, enter JFACJ

2. Click Go

3. The JFACJ Search window displays. In the Department field, enter your student data card

information

4. In the FA Number field, enter your student data card information

5. Click Ok

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6. Click the FS record

7. Confirm the Final Asset Component Value is $2,000.00

8. Click Responsibility Center to expand the component and verify the details here


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Asset Depreciation


List the depreciation process

Record manual depreciation using the Manual Depreciation (FE) document

Navigate to depreciation tables

Lesson Overview Depreciation is a loss or decrease in the value of an asset due to time, wear, or market value. The State

uses the Straight Line Method on its depreciable assets. There are two tables: Depreciation History

(DEPH) to view depreciation history and Depreciable Elements Change (DEPEC) to view depreciation-

related elements (for example, useful life) that have updated throughout the year.

Researching Depreciation Documents Two tables track depreciation and calculate depreciation in AFIS.

Depreciable Elements Change (DEPEC) table

Depreciation History (DEPH) table

Depreciation is calculated by taking into account the Effective Date from the above tables.

Depreciable Elements Change (DEPEC) Table The DEPEC table stores the old and new values for fields that impact depreciation, along with status

indicators (Active flag and Process Date), which identify when and if the record was already considered

by depreciation logic. The depreciation calculation routine, in the FA documents and the Mass

Depreciation process, reads this table before calculating the depreciation and uses the data from this

table in the depreciation calculation. Manual updates are not allowed on this table.

Fixed Asset documents with Betterment, Asset Value Increase / Decrease and Modification Event Types

will insert records into this table. Fixed Assets documents with Mass Depreciation, Transfer and

Disposition Event Types will update the records on this table.

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Depreciation History (DEPH) Table The DEPH table stores the depreciation amount calculated using the DEPEC table’s values. The

Depreciation History table stores this information for reporting and audit trail purposes. Records are

inserted by FA documents with Transfer and Disposition Event Types and the Mass Depreciation

process. Manual inserts are not allowed on this table.

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Transition back to the DEPEC table by clicking the FA Depreciation Elements Changes link. View the

asset’s component line, including depreciation amount, by clicking the Fixed Asset Registry Component

link.

View Depreciation Tables

Scenario You want to view the depreciation amount and charges on the depreciation tables for an asset that subsequently was increased in value. Open the DEPH table to view the depreciation amount, and navigate to the DEPEC table to view the change in depreciation fields.

Login to AFIS. Use the Jump to field to open the DEPH table.

1. In the Jump to field, enter DEPH

2. Click Go

3. Search for your Fixed Asset number within the table

4. Click Search

5. In the Fixed Asset Number field, enter the fixed asset INST 1 - 7.3

6. Click Ok or press Enter on the keyboard.

Review the depreciation information and access the DEPEC table.

1. The Fixed Asset record displays on the DEPH table. Note the amount in the Depreciation Amount

field

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2. Click FA Depreciation Elements Changes

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Review the depreciation information and changes on the DEPEC table.

1. Click the downward facing arrow to expand all sections

2. Review the New Component Value field, which resulted from the transfer to the new unit

3. Review the Modification History to see the last action date


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Asset Disposition


List the Disposition Process

Create a Fixed Asset Disposition (FD) document to SPMO

Process the disposal of an asset with a change in sale price

Review the disposal of an asset with no SPMO approval required

Research Fixed Asset Dispositions

Lesson Overview Assets may be disposed of due to several reasons: a Department may replace certain types of assets on

a regular basis; the asset may be worn and completed its useful life; or the asset may have been lost/

stolen. The Fixed Asset Disposition (FD) document is used to record the asset disposal. Disposal options

vary, depending on the type of disposition.

Asset Disposition with SPMO Approval Asset Disposition business process commences when a Department decides that an asset is ready for

retirement. The Department will secure an SP101 Number from the Surplus Property Management

Office. Department users then create a Fixed Asset Disposition (FD) documents to retire assets that are

entered in AFIS.

The Department user disposing the asset specifies the applicable disposition method as the method of

disposition on the FD document. All possible Disposition methods are found on the Fixed Asset

Disposition Method (FADM) table.

No Selling Price is entered on the FD document, and the document is submitted.

The FD document requires approval from an authorized Department level approver prior to being

finalized. If there is a disposition method of vehicle accident, fire or flood, lost, or theft/vandalism then

the document subsequently also routes to the GAO. Following State policies and procedures, SPMO

conducts the required business operations, i.e., auctions. The SPMO then determines if the Department

is eligible to receive proceeds. If the Department is eligible for proceeds, the SPMO will distribute a

transfer.

Once the sales price is known, the Department then processes an FP to enter the new selling price. The

status is changed to inactive and the associated tables and journals are updated upon final submission.

Fixed Asset Disposition Document Components The Fixed Asset Disposition (FD) document allows a user to record the disposition of existing assets.

Examples of assets included are those that are destroyed, traded-in, sold, written-off, worn, and

vandalized. Only those fields used to create and record the disposition postings are editable. All others

are completed with the Auto Apply action, found on the Header and Component components. Clicking

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Auto Apply brings information into the document from the Fixed Asset Registry tables, using the already

existing Fixed Asset number. If the asset has more than one component and not all will be disposed of,

then simply delete those component lines by clicking the trash can icon. This is only available for non-

composite assets.

An FD document must be processed with the appropriate disposition method, disposal reasons, comments and asset description.

When using the FD document, it is helpful to remember the following points.

Betterments can be disposed of independently from the original asset.

AFIS enables a user to record:

o The disposition of an asset and all of its components (composite or non-composite assets).

o The disposition of individual components only for non-composite assets.

o The disposition of a portion of the available units for components with multiple units, only for non-composite assets.

The FD document updates Fixed Asset tables with the disposition results, where it remains until it is archived.

For a lost or stolen Fixed Asset, an FD document should only be processed after the Department has exhausted its recovery options.

For composite assets, the Disposition Method is required for each disposed asset. Valid disposition methods are defined on the Fixed Asset /Acquisition Disposition Method (FADM) table.

The FD recognizes a gain or loss and generates the appropriate accounting (including depreciation) to dispose the asset from the tables and Accounting Lines of AFIS.

Fixed Asset Disposition Header Component The Fixed Asset Disposition Header Component lists general information about the document as well as

information that apply to the asset as a whole versus the individual components of the asset.

Fixed Asset Disposition - General Information Tab This tab contains descriptive fields and date information common to most document Headers. In

addition to these common fields are ones for identifying a Fixed Asset Number and Event Type.

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Fixed Asset Disposition - Extended Document Description Tab This tab contains the standard extended description field that is associated with the document. It is not

an extended description for the asset as it is not stored on any asset information tables.

Fixed Asset Disposition - Responsibility Center Tab This tab contains Chart of Accounts (COA) fields defined as being responsible for the asset.

Fixed Asset Disposition - Composite Asset Information Tab This tab contains many asset definition fields which serve as defaults to the individual Components of

the asset. Many of these fields control depreciation. The Depreciation Amount field exists to record an

amount of depreciation to record at disposition of a Composite Asset when that asset contains a

Depreciation Method of Manual.

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Fixed Asset Disposition - Disposition Information Tab This tab contains fields that control disposition postings as well as collect information for reporting

purposes.

Fixed Asset Disposition Component The Fixed Asset Disposition Component lists specific attributes of each asset component. Components

may be added during the life of the asset but cannot be added at time of disposition. The Auto Apply

action is also available on this page to retrieve values from the Fixed Asset Registry table for only the

specified components.

Fixed Asset Disposition - Component General Information Tab This tab contains descriptive fields which are recorded for informational reporting on the component.

Only Component Number is editable in case a user wishes to specify a specific component to dispose of

instead of disposing of them all.

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Fixed Asset Disposition - Acquisition Details Tab This tab contains fields captured at acquisition.

Fixed Asset Disposition - Component Location Details Tab This tab contains the same location information as the Header for recording such details at a component

that may be located at a different location as not all components may be physically attached to one

asset.

Fixed Asset Disposition - Component Classification Tab This tab contains many of the same fields found on the Header for asset definition that will control

depreciation. Other fields include the Fixed Asset Classification field, which controls how the asset is

recorded for accounting purposes, as well as fields to record the Balance Sheet Accounts that will be

used for the asset.

Fixed Asset Disposition - Cost, Valuation, & Depreciation This tab contains several information fields for reporting needs as well as various amounts accumulated

to date before the disposal.

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Fixed Asset Disposition - Disposition Details Tab This tab contains fields that control disposition postings as well as collect information for reporting

purposes. A field exists to record an amount of depreciation to record at disposition of a Component

when that Component contains a Depreciation Method of Manual. A value is automatically populated in

this field by the application when the Depreciation Method is Straight Line.

Fixed Asset Disposition Accounting Component The Fixed Asset Disposition Accounting Component lists the Chart of Accounts (COA) details for how

each asset component was funded. All information at this level is protected and will be brought in form

the Fixed Asset Registry Accounting Line table or from the Disposition Document Header.

Fixed Asset Disposition - General Information Tab This tab contains descriptive fields and date information common to most document Accounting Lines.

The Event Type field in this tab is protected as it defaults from the Header. Different amounts are

displayed that will be used in the various Posting Lines created for the Accounting Line.

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Fixed Asset Disposition - Fund Accounting Tab This tab contains the same COA fields as found on other documents.

Fixed Asset Disposition - Detail Accounting Tab This tab contains the same COA fields as found on other documents.

Fixed Asset Disposition Posting Component The Fixed Asset Disposition Posting Component lists the system-generated details used to recognize the

financial impact of a specific Accounting Line. If a Fixed Asset document has an accounting impact, the

system uses the posting line information to update the Fixed Asset, General Accounting journals and

other accounting tables. The fields and components on this page are like those of other documents with

the addition of a component to provide the Fixed Asset Number and Component Number.

Fixed Asset Disposition Document Data Entry Each FD document component requires information and/or verification. This topic describes the data

entry requirements for FD documents.

Fixed Asset Disposition Header The Header component of the FD document lists general information about the document, as well as,

information that apply to the asset as a whole versus the individual components of the asset.

The General Information tab contains descriptive fields and dates common to most document Headers.

In addition to these common fields, there are ones for identifying a Fixed Asset Number and Event Type.

Fixed Asset Number - This is the Fixed Asset Number which is located on the FARHDR table and is assigned to the asset that will be disposed of.

Event Type -This will default to FA04 (Dispose of a Fixed Asset).

The Disposition Information tab contains fields that control disposition postings as well as collect

information for reporting purposes. When disposing the entire asset, enter the disposition information

in the Header, otherwise it should be entered on the Component.

The following Disposition fields are used in AFIS.

Disposition Date - enter date asset was disposed or sold.

Disposition Method –determines whether the gain or loss on a sales posts to an expense object or revenue source. See valid values in the pick list or on the FADM table.

Disposition Authority – enter the State surplus SP101 number here.

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Note: The system automatically copies the values entered in the Header component to the component lines when the document is validated or processed, overwriting any values on the component lines.

Fixed Asset Disposition Component The Component General Information tab of the Component lists specific attributes of each asset

component. Components may be added during the life of the asset, but cannot be added at time of

disposition.

Each asset component has a unique Component Number. On reference or inquiry tables, this code

represents the specific component of the related Fixed Asset. When recording the disposition of

individual component(s), a user must make the changes on the asset’s component lines. This action is

performed by going to the Component Line and ensuring the correct Component Number is selected.

The Acquisition Details tab, in the Component, captures information about the acquisition of the asset.

Many of these fields are inferred from the registry tables, with the Auto Apply action.

The Component Location Details tab, in the Component, contains the asset location at a component

level. Not all components may be physically attached to one asset, and may have a different location.

The Location field is inferred from the Fixed Asset Registry tables with the Auto Apply action.

The Component Classification tab contains many of the same fields found on the Header that control



used for the asset. These fields are inferred from the Fixed Asset Registry tables, with the Auto Apply

action.

The Cost, Valuation & Depreciation tab contains several information fields for reporting needs, as well as

various amounts accumulated to date, before the disposal. These fields are inferred from the Fixed

Asset Registry tables, with the Auto Apply action.

The Disposition Details tab contains fields that control disposition postings, as well as collecting

information for reporting purposes. The disposition information should only be entered on the Header if

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it is a composite asset, or all components of the asset are being disposed of, otherwise it should be

entered on the Component.

The following Disposition Details fields are used in AFIS.

Disposition Date - enter the date asset was disposed or sold. This defaults to the current date.

Disposition Method - This required field is used to determine whether the gain or loss on a sales posts to an expense object or revenue source. See valid values in the pick list or the on FADM table.

Disposed Units The number of disposed units is entered here.

Gain/Loss - The amount will be calculated by the system and the Gain/Loss Account Type will be inferred based on the Disposition Method.

Depreciation Amount - The FD document records disposition of a Fixed Asset and also generates ledger postings to record depreciation expense for the period between the asset’s Last Depreciation Date, if not already depreciated then it will start from the depreciation date specified for the asset type, and the provided Disposition Date.

Disposition Authority - Use this text field used to describe the disposition authorization. This is where the surplus property SP101 form number is entered.

Accum Depr (Accumulated Depreciation) - This field will automatically calculate once the document is submitted.

Fixed Asset Disposition Accounting The Accounting component lists the COA details for each asset. All information at this level is protected

and will be brought in from the Fixed Asset Registry Accounting Line table or from the FD document

Header.

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Once all of the data is entered into the Header, Component, and Accounting components, the debits

and credit postings should be reviewed prior to submission of the FD document, to ensure that they are

posted to the appropriate accounts.

Fixed Asset Disposition Posting There is no user entry on the Posting component of the FD document. The Posting component lists the system-generated details used to recognize the financial impact of a specific Accounting Line.

After document validation, users can click the Posting component to review the posting information,

and the Eye icon to view posting details located in the Fund Accounting and Detail Accounting tabs.

Once the FD has been submitted, the Department approver either approves or rejects the document.

Once the FD document has been finalized, there are updates that occur to the Fixed Asset Registry

Header (FARHDR), Fixed Asset Registry Component (FARCOMP) and Fixed Asset Registry Accounting

(FARACTG).

Processing a Fixed Asset Disposition Document Departments use the Fixed Asset Disposition (FD) document to record the sale of retired assets to the

public.

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Complete a Public Sale Using the FD Document

Scenario Your Department is going to sell the motorcycle public sale. Create an FD Document to record the public sale.

Login to AFIS. Create an FD document from the Document Catalog.

1. Click Search


3. In the Code field, enter FD or select it from the pick list


5. Click Create


7. Click Create

Complete General Information tab in the Header component.


Function: New, Phase: Draft. In the Fixed Asset Number field, enter the same number from Activity 4.7.

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1. In the Document Description field, enter Disposal of Asset

2. From the Asset Status pick list, select Surplus

3. Verify the Event Type is set to FA04 (Dispose of a Fixed Asset)

4. Click Auto Apply. This will infer the Component and Accounting Lines associated with the Fixed

Asset Number

Verify information on the Responsibility Center tab in the Header component is inferred from the Fixed Asset Registry tables.

1. Click the Responsibility Center tab

2. Verify the Department, and Unit fields are inferred

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Complete the Disposition Information tab on the Header to dispose the entire asset. Click the Disposition Information tab.

1. In the Disposition Date, enter 06/01/2015

2. From the Disposition Method pick list, select SOLD

3. In the Disposition Code drop down, select Sold

4. In the Disposition Authority field, enter SP101

Verify the information on the Component Line is automatically inferred from the Registry Tables.


mode


3. Click the Component Location Details tab and verify the Location is inferred

Note: If there are any component lines that should not be disposed, use the Delete Line icon next to

the component line. For this scenario all components will be sold.

Click the Component Classification tab and verify the Fixed Asset Classification, Fixed Asset Category,

Fixed Asset Type, Fixed Asset Group, Useful Life, and BSA information is inferred.

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Click the Cost, Value & Depreciation tab and verify the Values, Costs, Depreciation Method and

Depreciation Structure are inferred.

Review the Disposition Details tab. Click the Disposition Details tab.

1. Verify the Disposition Date is inferred from Header

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2. Leave the Depreciation Amount field blank

3. Verify that funding details are appropriately inferred on the Accounting component from the Registry table

4. Click the Accounting component

5. Click the Fund Accounting tab and verify the COA elements are inferred from the Fixed Asset

Registry tables

6. Check the FD document for errors and submit it







Navigate to the Header and review the changes. On the General Information tab review the following:

1. Document Total – updated with the original purchase price of the asset

2. Document Depreciation – updated with the total amount of depreciation which reflects the

period from the last mass depreciation batch job to the date of sale

3. Final Accumulated Depreciation – is zero since the asset was disposed or sold

4. Final Asset Value – updated with a zero since the asset was disposed or sold

5. Final Net Book Value – updated to zero since the asset was disposed or sold

Navigate to the Component and review the changes. On the Disposition Details tab review the following:

1. Gain/Loss Amount – original purchase price less depreciation less selling price

2. Gain/Loss Account Type – set up as a Revenue or Expense for each type of Disposition Method

in the FADM table. In this example, the sale is set up as revenue.

3. Depreciation Amount – the amount of depreciation since the last mass depreciation batch job

was run to the date of sale for this component

4. Accumulated Depreciation – the total depreciation since the last mass depreciation job was run

to the date of sale for this component

5. Navigate to the Accounting Component and review the changes. On the General Information tab of the Accounting Component, review the following:

6. Line Amount – the original purchase price for the component

7. Selling Price – the amount this component was sold for

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Navigate to Fixed Asset History (FAHIST) and note that the accounting information is appropriately updated, and then return to the Home Page.

1. In the Jump to field, enter FAHIST

2. Click Go

3. The Search window is displayed. In FA Number field (located in the prompt field), enter number

from step B1

4. Click Ok

5. The documents that you’ve processed with this Fixed Asset number display. Click the record in

the grid that corresponds to the FD document

6. On the record, click the arrow next to Disposition Information to expand the section

7. Verify the Disposition Date and Disposition Method fields are update appropriately


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Sale Price Change Part of maintaining an inventory of assets is to record the disposition of assets, and, if applicable, the

selling price of the disposed asset. Assets may be disposed of due to several reasons: your organization

may replace certain types of assets on a regular basis, the asset may be worn and completed its useful

life, or the asset may have been lost, stolen, etc. AFIS enables you to record the disposition of an asset

and all of its components, to record the disposition of individual components, or to dispose a portion of

the available units for components with multiple units.

If the selling price for the disposed asset was entered incorrectly, you may use a Fixed Asset document

with the FP (Price change) document code to correct Selling Price and adjust the associated gain or loss.

Sales Price Change Document Components Documents in AFIS are made up of various components. The Sales Price Change (FP) document contains

four components.

Sales Price Change Header Component Lists general information about the document as well as information that apply to the asset as a whole

versus the individual components of the asset.

FP Header - General Information Tab This tab contains descriptive fields and date information common to most document Headers. In

addition to these common fields are ones for identifying a Fixed Asset Number and Event Type.

FP Header - Extended Document Description Tab This tab contains the standard extended description field that is associated with the document. It is not

an extended description for the asset as it is not stored on any asset information tables.

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FP Header - Responsibility Center Tab This tab contains Chart of Accounts (COA) fields defined as being responsible for the asset.

FP Header - Composite Asset Information Tab This tab contains many asset definition fields which serve as defaults to the individual Components of

the asset. Many of these fields control depreciation.

FP Header - Disposition Information Tab This tab contains fields that control disposition postings as well as collect information for reporting

purposes.

Sales Price Change Component Lists specific attributes of each asset component. Components may be added during the life of the asset

but cannot be added at time of sales price changes. The Auto Apply action is also available on this page

to retrieve values from the Fixed Asset Registry table for only the specified components.

FP Component - Component General Information Tab This tab contains descriptive fields which are recorded for informational reporting on the component.

Only Component Number is editable in the case a user wishes to specify a specific component to change

a sales price instead of all components.

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FP Component - Acquisition Details Tab This tab contains fields captured at acquisition.

FP Component - Component Location Details Tab This tab contains the same location information as the Header for recording such details about a

component that may be located at a different location as not all components may be physically attached

to one asset.

FP Component - Component Classification Tab This tab contains many of the same fields found on the Header for asset definition that will control



used for the asset.

FP Component - Cost, Valuation, & Depreciation Tab This tab contains several information fields for reporting needs as well as various amounts accumulated

to date before the disposal.

FP Component - Disposition Details Tab This tab contains fields that control disposition postings as well as collect information for reporting

purposes.

Sales Price Change Accounting Component Lists the Chart of Accounts (COA) details for how each asset component was funded. All information at

this level is protected and will be brought in form the Fixed Asset Registry Accounting Line table or from

the Disposition Document Header.

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FP Accounting - General Information Tab This tab contains descriptive fields and date information common to most document Accounting Lines.

The Event Type field in this tab is protected as it defaults from the Header. Different amounts are

displayed that will be used in the various Posting Lines created for the Accounting Line.

FP Accounting - Fund Accounting Tab This tab contains the COA field’s common to the component as found on other documents.

FP Accounting - Detail Accounting Tab This tab contains the COA fields common to the component as found on other documents.

Sales Price Change Posting Component Lists the system-generated details used to recognize the financial impact of a specific Accounting Line. If

a Fixed Asset document has an accounting impact, the system uses the posting line information to

update the Fixed Asset and general accounting journals and other accounting tables. The fields and

components on this page are like those of other documents with the addition of a component to

provide the Fixed Asset Number and Component Number.

Sales Price Change (FP) Data Entry

Each FP document component requires information and/or verification. This topic describes the data

entry requirements for FP documents. To create an FP document, use the Document Catalog.

Sales Price Change Header Component The FP document opens to the Header component, General Information tab. The following fields require

data entry:

Fixed Asset Number – Enter the Fixed Asset Number of the Asset

Event Type – Defaults to FA12

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Sales Price Change Component The FP component lists specific attributes of each asset component. Components may be added during

the life of the asset but cannot be added at time of sales price changes. The Auto Apply action retrieves

values from the Fixed Asset Registry and infers values into many of the fields in the Component.

Sales Price Change Component - Disposition Details Tab Change in Selling Price – Enter the Change in Selling Price. This is the delta amount to correct

the Selling Price. This amount can be positive or negative. Note: the user can also change the Disposition Date, Disposition Method, or the Disposition Authority on an FP document. However, these changes are optional.

Sales Price Change Accounting Component Lists the Chart of Accounts (COA) details for how each asset component was funded. All information at

this level is protected and will be brought in form the Fixed Asset Registry Accounting Line table or from

the Disposition Document Header.

Sales Price Change Posting Component FP posting lines will automatically be populated with information based on the information in the other

components. The information on the FP posting lines cannot be modified.


1. Click Search

2. Enter Fixed Asset Number

3. Click Ok

4. Click the downward facing arrow to expand all sections

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5. Review the updated information


Disposal – No SPMO Approval Required The process to dispose of an asset where the agency is exempt from going through SPMO approval is

the same as the disposal outlined in section 8.2 with the following two distinctions:

The final sales price can be entered on the FD document so a separate FP is not needed.

Approval is not needed from SPMO.

Loss or Theft Departments use the Fixed Asset Disposition (FD) document to record the sale of retired assets. For

assets with a disposition method of vehicle accident, fire or flood, lost, theft/vandalism, additional steps

are involved.

After a Department submits documentation of the loss or accident, with a letter signed by the

Department head or designee, they also file and submit a police report for the vehicle accident or stolen

assets and additionally submit an incident report to the State of Arizona Risk Management Office. For

stolen assets, it is helpful to take an employee affidavit and attach a copy of police report, on the

Header component of the FD document.

For these disposition methods, the General Accounting Office also approves the FD document to

complete the disposition in AFIS.

Researching Fixed Asset Dispositions The Fixed Asset documents update several inquiry tables. This topic reviews the tables that are updated

by FA documents and tracks details about a specific asset.

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Fixed Asset Registry The Fixed Asset Registry (FAR) table stores the current status of an asset and is updated through the

use of specific Fixed Asset documents and Event Types. The FAR table is made up of three tables,

described below. Please refer to Section 2.4 for more information.

Fixed Asset Registry Header (FARHDR) - contains the Fixed Asset Number and description, summary asset cost, and Responsibility COA elements.

Fixed Asset Registry Component (FARCOMP) - contains component level information for both Acquisitions and Betterments.

Fixed Asset Registry Accounting (FARACTG)- records the funding information, including Fund and Detailed Accounting Distributions.

Fixed Asset Journals Fixed Asset Transactions updates the following Journals.

FA component Journal (JFACJ) - gets updated only by the FA documents and the Fixed Asset Document Header and component level details. Stores the component line information associated with each asset.

FA Accounting Journal (JFAAJ) - gets updated only when the document has Fixed Asset Number and Component number. This update happens at the FA document Accounting Line level.

General Accounting Journal (JACTG) - Fixed Asset documents with an accounting impact update this standard journal.

Fixed Asset History (FAHIST) Journal The Fixed Asset History (FAHIST) Inquiry provides views to both JFACJ and JFAAJ journals using a single





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Construction Work in Progress


Identify the Construction Work in Progress Process

List the Construction Work in Progress Documents

Research the Construction Work in Progress Process

Review the Program Asset Generation process

Lesson Overview The Asset Construction business process occurs when a Department constructs an asset. The business

process includes the capture of construction-in-progress, such as buildings and highways, and then

ultimately the capitalization of the asset. This lesson details the Construction Work in Progress process,

including the tables and document involved in changing an asset from Construction Work in Progress to

either Building or Infrastructure.

The Construction in Progress Process The construction process commences when a Major Program is established in AFIS.

A program is also established in AFIS with a Fixed Asset Construction Program Level, as Program or

Program-Phase. Refer to the Cost Accounting training guide for information on establishing Major

Program and Program in AFIS.

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The Fixed Asset group creates a Fixed Asset Acquisition (FA) document to establish the Construction

Work in Progress asset in AFIS.

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The Department enters the Asset Information on the Fixed Asset Construction Program Allocation

(FACPA) table. An entry is already created for the Department and Program combination when the

Fixed Asset Construction Program Level is set to Program on PROG table.

A record is then added to the Fixed Asset Construction Program Allocation Detail (FACPAD) line to link

the Program to the Construction in Progress asset, as created above with the FA document. Provide the

Fixed Asset Number along with the Component Number. The Default Allocation Percentage for all child

records must total up to 100. The Final Type Details information can be entered later when the asset

will be put in service. Save the record.

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Navigate back to the FACPA table. Click Active on FACPA and save the record.

The accounting group performs the work and charges expenses (for example, GAX document) to the

appropriate Major Program and Program. Refer to the Accounts Payable training guide for information

on payment processing.

The General Accounting Office runs the Program Asset Generation chain job to capitalize the completed

construction. When the construction is fully completed, update the Final Type Details on the Fixed Asset

Construction Program Allocation Detail table. The General Accounting Office runs the Program Asset

Generation chain job to:

1. Update the Fixed Asset Construction Program Expenditure Reconciliation (FACPER) table, which

stores expenditure posting line records that reference Programs/Phases on the FACPA table.

2. Increase the value of the asset by the expense amount indicated in the disbursement document,

with the FI document.

3. Change the Fixed Asset type from Construction Work in Progress to either

Building/Improvement or Infrastructure (for highways), IT Equipment, with the FX document.

4. If the Cancel button is checked on the FACPAD table, in order to cancel the Construction Work in

Progress asset for those projects that will not go forward, FC documents are processed.

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Review Construction Work in Progress Documents Four documents are involved in the Construction Work in Progress process.

Fixed Asset Acquisition (FA)

Fixed Asset Increase/Decrease (FI)

Fixed Asset Type Change (FX)

Fixed Asset Cancellation (FC)

To easily access these documents for a given Fixed Asset number, navigate to the Fixed Asset History

(FAHIST) table.

Fixed Asset Acquisition (FA) The FA document records the acquisition of the asset. For information about this document, refer to the

Acquisition lesson.

The following fields should be entered differently on the FA, then entered in previous FA scenarios:

Acquisition Method – set to Construction

Fixed Asset Classification – set to Adjustment

Fixed Asset Catalog – set to 2600-01(Construction in Progress)

Depreciation Method – set to Not Applicable

Depreciation Structure – set to Not Applicable

Line Amount – set to $0

Create an FA Document for Construction Work in Progress

Scenario A request to construct a highway has been approved. Create an asset (FA Document) with a $0 value.

Login to AFIS. Create an FA document from the Document Catalog.



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3. Click Create

4. In the Code field, enter FA



Click Create. When the document is created, a new Document ID is generated. The document is shown

as Ver: 1, Function: New, Phase: Draft.


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1. Check the Auto Generate FA Number check box

2. In the Document Description field, enter CIP Example

3. In the Fixed Asset Description field, enter Construction Work in Progress


Complete the Responsibility Center tab in the Header component. Click the Responsibility Center tab.

1. In the Custodian field, enter Training




5. In the App Unit field, enter your student data card information



mode



4. In the Component Number field, enter 01

5. In the Commodity Code field, enter 99999

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6. In the Units field, enter 1

Complete the Acquisition Details tab in the Component. Click the Acquisition Details tab.

1. In the Acquisition Date field, enter today’s date

2. From the Acquisition Method field, enter CNST(Constructed/built)

3. Complete the Component Location Details tab in the Component.

4. Click the Component Location Details tab.

5. In the Location field, enter Location A for your department by using the picklist

6. Complete the Component Classification tab in the Component

7. Click the Component Classification tab

8. In the Fixed Asset Classification drop-down list, select Adjustment

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In the Fixed Asset Catalog field, enter 2600-01 (Construction in Progress)

Click Save. Verify that the Fixed Asset Type, Fixed Asset Group, and Useful Life fields are inferred from

the Fixed Asset Catalog (FACLG) table.

1. Click the Cost, Valuation & Depreciation tab

2. Complete the Cost, Valuation & Depreciation tab from the Component

3. Confirm the Depreciation Method drop-down list is set to Not Applicable

4. In the Depreciation Structure drop-down list, select Not Applicable.

Click Accounting from the Secondary Navigation panel. Complete the General Information tab of the

Accounting information.


2. In the Line Amount field, enter 0

3. In the Funding Fiscal Year field, enter the current year

4. In the Funding Budget FY field, enter the current year


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6. Click the Fund Accounting tab

Complete the Fund Accounting tab of the Accounting component.









7. Verify the generated Fixed Asset Number

8. Click the Header component

9. Click the General Information tab. Verify that the Fixed Asset Number on the Header is auto

generated and assigned. Write it here for use in the next activity

________________________________.

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validated successfully


Fixed Asset Increase/Decrease (FI) The FI document increases the value of the asset to its actual price, since the cost of construction is

included upon capitalization of the asset. This document is automatically generated in the batch job and

not updated by the user. Refer to the Modify Asset Value (Section 5.4) for more information about the

FI.

Fixed Asset Type Change (FX) There are situations when assets that have been defined as one asset type (for example, Construction-

in-Progress) need to be redefined as another asset type. The FX document can only be used to change

the asset type of non-memo assets that have not been previously depreciated. Once an asset is

depreciated, the asset type may not be changed. The processing of FX documents is appropriate to

correct the asset type of an asset that was incorrectly entered, or to reclassify an asset from an asset

type that is not subject to depreciation to a depreciable asset type. To modify the asset type, of a

specific asset, the Fixed Asset Type Change (FX) document code is processed with the default Event Type

of FA08 (Fixed Asset Type Change).

For example, the typical use of the FX is to change the asset type of records associated with a

construction project from Construction Work in Progress to Buildings or Infrastructure. During the

construction phase, payments are capitalized as Construction-in-Progress assets. Once the construction

project is substantially complete, the Program Asset Generation job reclassifies the Construction-in-

Progress type, which is found on the FX Component Asset Type Change Detail tab and originated from

the FACPAD entry. The user is able to open the Final version of the FX document.

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Fixed Asset Cancellation (FC) The FC document cancels the asset, if the construction will not go forward. This document is

automatically generated in the batch job and not updated by the user. Refer to the Cancel a Fixed Asset

(Section 5.5) for more information about the FC.

Research the Construction Work in Progress Process Three tables are important in the Construction Work in Progress process.

Fixed Asset Construction Program Allocation (FACPA)

Fixed Asset Construction Program Allocation Detail (FACPAD)

Fixed Asset Construction Program Expenditure Reconciliation (FACPER)

Fixed Asset Construction Program Allocation (FACPA) The FACPA table establishes that a Program/Phase is linked to one or more Fixed Asset numbers and

corresponding components, including attributes such as whether the Program/Phase is active and if

records on the FACPERD table should have the default reviewed indicator overridden. The Allocation

Indicator is inferred by AFIS. If there is a single child record on FACPAD, the Allocation Indicator is Single.

If there are multiple child records on FACPAD, the Allocation Indicator is Multiple.

Fixed Asset Construction Program Allocation Detail (FACPAD) Fixed Asset Construction Programs / Program Phases are mapped to the Fixed Asset components to

which they are related. The table stores attributes such as a default allocation percentage that is used to

allocate costs from a single Program/Phase to multiple Fixed Asset components. The FACPAD table also

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contains fields that indicate the Final Type Details of the asset, once construction is complete and

capitalized.

When the Final In Service Date is reached, the Program Asset Generation chain job creates an FX

document for the Fixed Asset component referenced. The fields in the Final Type Details section can no

longer be modified, once the batch process runs. Alternatively, if the construction project is cancelled

the Cancel checkbox should be selected and the batch job will generate an FC document.

Fixed Asset Construction Program Expenditure Reconciliation (FACPER) This table stores expenditure posting line records that reference Programs/Phases on the FACPA table. It

is updated once the Program Asset Generation job is run. FACPER supports the cost accumulation batch

processes that add value to construction-in-progress assets. The costs from these records are not

accumulated toward the asset unless the reviewed flag is yes. This flag will be overridden to yes, if the

bypass review flag is selected on the FACPA table.

The Details section displays the allocated expenditure posting line records from the Totals section (click

on the triangle next to Results, to view the details). The expenditures are allocated according to the

Default Allocations Percentages defined on the FACPAD table. The Allocation Percentage field can be

adjusted if the Reviewed flag on the Totals section is not selected. The allocation percentage is changed

on the FACPERD table.

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Research the Construction-in-Progress Process

Scenario Navigate to the FACPA page and view the record that corresponds to the program. To update the asset information to reflect that a highway will be constructed, navigate to FACPAD and insert a record. Next, provide the Fixed Asset Number, along with the Component Number. Finally, set the Default Allocation Percentage to 100, and provide Final Type Details of the asset.

Login to AFIS. Use the Jump to field to open the FACPA table.

1. In the Jump to field, enter FACPA

2. Click Go

Search for your construction program and phase within the table.

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1. Click Search


3. In the Program field, enter FAPROG

4. In the Phase field, enter CNST

5. Click Ok

6. The record displays on the FACPA table.

Enter information on the FACPAD table.

Click the Fixed Asset Construction Program Allocation Detail link

Click the downward facing arrow to expand all sections

Click Insert

In the Department field, enter your student data card information

In the Program field, enter FAPROG

In the Phase field, enter CNST

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In the Default Allocation Percentage field, enter 100

In the Fixed Asset Number field, enter number from Activity 8.3

In the Component Number field, enter 01

Click Save

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Click the Fixed Asset Construction Program Allocation link

Select your record in the grid

Verify record is activated on FACPA, and then return to the Home Page.

1. Click Active


Note: The FA Allocation Ind field updates from Single to Multiple when there are multiple records on the FACPAD table. All records must sum to 100; the Allocation Percentage Total is then updated to 100 upon saving the records.

Program Asset Generation Asset Generation is the process to automate the management and recognition of capital balances with

regard to construction in progress. The process will generate Fixed Asset documents that increase,

change the Fixed Asset Type, and cancel Fixed Asset Components.

The following highlight some of the key features in relation to the Program Asset Generation business

process:

Provide a relationship between a construction project and a capital Fixed Asset, including betterments.

Automatically load accumulated costs using the original funding information to the value of the Fixed Asset (i.e., capitalize) on a periodic basis.

Accumulate only eligible project costs based on object code, activity code, and posting code.

Provide the ability to distribute a single eligible expenditure line across multiple Fixed Assets.

Provide the ability to see the accumulated project costs associated with a Fixed Asset.

Provide the ability to review project costs and adjust if necessary prior to posting to the Fixed Asset.

Provide the ability to see all Fixed Assets and accumulated costs associated with a project.

Limit the process to certain asset types only (e.g., building and infrastructure)

Provide the ability to capture eligible project costs retroactively (that is, eligible costs entered prior to the establishment of a relationship to a Fixed Asset).

Transfer balance from CIP to correct account on project completion.

Provide the ability to manually continue accumulating project costs to a Fixed Asset after project completion.

Provide the ability to back out project costs if any from a Fixed Asset or betterment if the project is cancelled. Capital Leases.

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Learning Objectives In this lesson you will:

Navigate to Capital Lease tables and inquiries

Create a Capital Lease Asset

Modify a Capital Lease Asset

Review the Run Debt Payment and Billing Job

Review the Generate Initial Debt Accounting Documents process

Lesson Overview The Capital Lease process begins when a Department needs to enter a Capital Lease into AFIS in order to

secure a Fixed Asset. This is done through the integration of the Debt Management Module and the

Fixed Assets Module within AFIS. After the user processes the Lease Setup document and establishes a

Debt ID, they will enter that Debt ID on the Fixed Asset Acquisition document. Finally, periodic batch

jobs are run to accrue, amortize, or reclassify current and long-term debt.

Debt Management is a large functional area within AFIS consisting of documents for the definition and

maintenance of debt, inquiry pages to view that debt, and automatic processes to perform accounting

for that debt. This functional area is tied into almost every other functional area within AFIS through the

use of a Debt ID, which is very similar to a Chart of Accounts (COA) code in many respects.

Debt Management is structured into two hierarchical levels: Authorizations and Debt Instruments. Use

of the Authorization level is not optional, but the amount of information required at that level is minimal

with many of those fields having default values.

The Debt Identification Number (DEBT ID) will be entered on the Fixed Asset Acquisition (FA) document

to keep track of running balances on the Debt Instrument Registry. A DEBT ID is required for FA

documents processed with an even type of LS23.

Lease Overview Lease functionality starts with two determinates: The Major Type of Lease and the Lessor/Lessee

Indicator. These two fields result in four different sub type combinations for leases, which are delivered

as Debt Type codes (parenthetical codes below).

All Fixed Asset documents have a Debt ID field. Those asset documents with Accounting Lines have Debt

ID to record how the construction or purchase of an asset was funded. Component lines also have a

Debt ID to link a leased asset in Fixed Assets to a Lease in Debt Management. The Fixed Asset

Accounting Journal (JFAAJ), Fixed Asset Component Journal (JFACJ), Fixed Asset Component Registry

(FARCOMP), and Fixed Asset Accounting Registry (FARACTG) have had Debt ID added for inquiry and

reporting purposes.

Lease schedules can be generated the following ways:

Downloading an excel file, filling it out appropriately, attaching it, importing the file, and then generating the schedule.

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Specifying the terms on the LEASES document and then generating the schedule.

The Debt Management area’s functionality will handle the management and accounting associated with

both Operating leases, and Capital leases. Depreciation on Capital Lease assets is handled by Fixed

Assets and not within the Debt Management area of AFIS.

The different types of leases and possible scenarios are listed below.

Capital as Lessee -a lease meeting one or more capital criteria from an external lessor (vendor) with you as the lessee.

Operating Lease as Lessee – a lease not meeting the capital criteria from an external lessor (vendor) with you as the lessee.

Debt Type

The Debt Type (DEBTTYPE) page allows you to establish Debt Types that must be assigned to debt

authorizations and debt instruments. A Debt Type not only provides classification for reporting and

workflow purposes but it provides all major characteristics necessary for proper accounting treatment

and Debt Document editing.

Each Debt Type record must be assigned to one of the three values in the Major Type of Debt field. This

assignment allows documents in Debt Management to present (and edit) only Debt Type values that

match the Major Type of Debt of the document.

The Debt Type page contains the following sections:

General Information – This section defines the Major Type of Debt (Bond, Lease or Loan) and establishes the unique identification for the Debt Type record.

Loan Controls – This section defines the various event types and control fields necessary for automatic loan accounting. This section can only be populated if the Major Type of Debt field in the General Information section is Loan.

Bond Controls – This section defines the various event types and control fields necessary for automatic bond accounting. This section can only be populated if the Major Type of Debt field in the General Information section is Bond.

Lease Controls - This section defines the various event types and control fields necessary for automatic lease accounting. This section can only be populated if the Major Type of Debt field in the General Information section is Lease.

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Lease Setup (LEASES) Document Components The Lease Setup (LEASES) document allows the creation of capital leases, operational leases, and lease

authorizations. The LEASES document cannot be modified or cancelled once it has been submitted.

Instead, a Lease Modification (LEASEM) document is required to change or cancel what was created by

the LEASES. The LEASEM often adds new leases to a lease authorization created on the LEASES. Refer to

Component 10.5, Modify Capital Leases.

Only one authorization can be created on a document. That can be the only activity, or there could be

one or more leases created along with the authorization. With the most common scenario being a 1:1

authorization to lease relationship, the Authorization component requires two main fields:

Authorization Debt ID and Debt Type.

When a LEASES document goes to final there are three possible pages updated: Lease Authorization

(LSAUTH), Lease Registry (LEASE), and the Lease History (LSEHIST). The LEASE page is not always

updated, as the LEASES document does not always require a lease record.

There are thirteen components found on the Lease Setup (LEASES) document in the secondary

navigation panel. Each is broken down into various sub components (tabs) that contain groups of

related fields.

LEASES Header Component This component records general information about the document. The fields on the Header do not

update the Lease Registry page.

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This section records general information about the document. The fields on the Header do not update

the Lease Registry page.

LEASES Authorization Component This component records identification, control, and reporting information for a single lease

authorization; defining the authority for establishing the current and any future leases along with other

reporting and control settings. This is a required component for the Lease document, yet this

component may be created with very little detail. Only one record is allowed on this component. If an

existing Authorization Debt ID is entered on this component, the document will issue an error as the

LEASEM should be used instead to modify a lease authorization.

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This section records identification, control, and reporting information for a single lease authorization;

defining the authority for establishing the current and any future leases along with other reporting and

control settings. This is a required section for the Lease document, yet this section may be created with

very little detail. Only 1 record is allowed on this section. If an existing Authorization Debt ID is entered

on this section, the document will issue an error as the LEASEM should be used instead to modify a lease

authorization.

LEASES Authorization COA Component This component records COA for authorization accounting or informational purposes. If the Debt Type

selected for the authorization does not have an Authorization Accounting Event Type set up or the

Generate Authorization Accounting flag is unchecked, then no records are required.

This section records COA for authorization accounting or informational purposes. If the Debt Type selected for the authorization does not have an Authorization Accounting Event Type set up or the Generate Authorization Accounting flag is unchecked, then no records are required.

A limited amount of COA editing occurs so knowledge of what is needed for authorization accounting is necessary. Codes are edited for being valid, active, and effective while those COA Required Element and Combination Validation pages that can be edited are also read. All inferences and other edits will not take place until the first accounting for the authorization takes place.

LEASES Authorization Alerts Component Optional component that records email alerts scheduled for an authorization. This component records

email alerts scheduled for an authorization. This component is optional. Records update the Record-

Specific Alerts (RSALRT) page. Any maintenance needed must be done directly on RSALRT.

LEASES Debt Instrument Component This component records identification, control, and reporting information for one or more leases. A

limited number of fields are required for a record with the others being optional reporting

information. Among the most critically required fields are the Debt Instrument Status, Issue Date,

Principal, Record Initial Accounting, and Debt Type. The Lessor/Lessee Indicator and the Major Type of

Lease are inferred from the Debt Type chosen and control the requirement of lessor and lessee

information.

Two fields of particular interest are the optional Fixed Asset Number and Fixed Asset Component

Number fields allow you to tie the Debt Management record with a Fixed Asset record. If the Fixed

Asset Number and Component Number exist at the time of the lease (common when the State is the

lessor) then the asset information can be entered on the lease document. However, when the State is

the lessee, the lease document will likely precede the Fixed Asset document. In which case, you can

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enter a LEASEM once the asset information is known or you can enter the Debt ID of the lease on the

Fixed Asset (FA) document recording the leased asset (at the component part or on the accounting

section, reference tab).

This section records identification, control, and reporting information for one or more leases. A limited

number of fields are required for a record with the others being optional reporting information. Among

the most critically required fields are the Debt Instrument Status, Issue Date, Principal, Record Initial

Accounting, and Debt Type. The Lessor/Lessee Indicator and the Major Type of Lease are inferred from

the Debt Type chosen and control the requirement of lessor and lessee information.

To tie the Debt Management record with a Fixed Asset record. If the Fixed Asset Number and Component Number exist at the time of the lease (common when the Advantage Site is the lessor) then the asset information can be entered on the lease document. However, when the

Advantage Site is the lessee, the lease document will likely precede the fixed.

LEASES Lender/Lessor Information Component This component records information for the internal or external lender/lessor. Only one record is

allowed on this component and that record is automatically created by AFIS.

When the Lessee/Lessor Indicator is Lessee, then only an external Vendor Code (bank or other financial institution) and an Address ID (payment type) are required (any default address can be inferred). The inferred address can be changed as long as the Address Type is Payment. A miscellaneous vendor is not allowed to be the lender.

When the Lessee/Lessor Indicator is Lessor, then this component is not required.

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LEASES Lender/Lessor COA Component This component records one or more COA strings and an associated percentage for the lender that will

be used by Debt batch programs. Type of Payment is the most critical field on this component. If all

accounting should use the same string(s) then the ‘All’ value is used. If one type of accounting should

use different COA, then ‘All’ cannot be used and there has to be a record for each Type of Payment that

will be used (see Schedule).

Note: If the State is a Lessor then the Lessor COA component is filled out. If the State is the Lessee, then the Lessee COA component is filled out.

This section records one or more COA strings and an associated percentage for the lender that will be

used by Debt batch programs. Type of Payment is the most critical field on this section. If all accounting

should use the same string(s) then the All value is used. If one type of accounting should use different

COA, then All cannot be used and there has to be a record for each Type of Payment that will be used

(see Schedule). The Debt tab of the Special Accounts (SPEC) page contains default object and revenue

COA so these codes are not necessary on a Lender/Lessor COA record unless the SPEC values need to be

overridden.

A limited amount of COA editing occurs so knowledge of what is needed for various accounting events is necessary. Codes are edited for being valid, active, and effective while those COA Required Element and Combination Validation pages that can be edited are also read. All other edits will not take place until the first accounting for the lease takes place.

A record is not allowed on this section if the Lessee/Lessor Indicator is Lessee. A record is required on this section if the Lessee/Lessor Indicator is Lessor. That record reflects the COA

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used for recording revenue. Even if manual or interfaced accounting is done for payments and initial accounting, a record is still required for other accounting done automatically.

The Generate Lines action assists with data entry by doing the following:

LEASES Borrower/Lessee Information Component This component records information for the internal or external borrower.

This section records information for the internal or external borrower. More than one record is allowed in this section.

When the Lessee/Lessor Indicator is Lessor, then only an external Customer Account (external borrower) and an Address ID (billing type) are required (any default address can be inferred). The inferred address can be changed as long as the Address Type is Billing. A miscellaneous customer is not allowed to be the borrower/lessee.

When the Lessee/Lessor Indicator is Lessee, then this section does not have to be populated. If a Customer Code is specified it must be an internal one to record the internal party that took the lease. Although not required, this information can provide more details than found in the Borrower COA information.

LEASES Borrower/Lessee COA Component This component records one or more COA strings for the borrower that will be used by Debt batch

programs. The COA string can be specified by payment type.

This section records one or more COA strings for the borrower that will be used by Debt batch programs. Type of Payment is the most critical field on this section. If all accounting should use the same string(s) then the All value should be used. If one type of accounting should use different COA, then All cannot be used and there has to be a record for each Type of Payment that will be used (see Schedule). The Debt tab of the Special Accounts (SPEC) page contains default object and revenue COA so these codes are not necessary on a Borrower/Lessee COA record unless the SPEC values need to be overridden.

A limited amount of COA editing occurs so knowledge of what is needed for various accounting events is necessary. Codes are edited for being valid, active, and effective while those COA Required Element and Combination Validation pages that can be edited are also read. All other edits will not take place until the first accounting for the lease takes place.

A record is required on this section if the Lessee/Lessor Indicator is Lessee. That record reflects COA used to record expenditures. This section is prohibited when the Lessee/Lessor Indicator is Lessor. Even if manual or interfaced accounting is done for payments and initial accounting, a record is still required for other accounting done automatically.

The Reference tab allows the recording of an encumbrance that reserves budget availability to cover lease payments. COA between the referenced document lines and that of the Borrower COA lines should follow precedence rules.

On Lease documents, any document entered must be a valid document in the ABS or PO Document Types. If the referenced document is final, there will be no error. If the referenced document is valid but there is not a version with a Document Phase of Final, then an override error will be issued. The procurement professional or lease manager will override the error and

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submit the Lease document. The procurement professional will then enter the Debt ID for the lease on the encumbrance document and submit the encumbrance. If for some reason steps are not followed in this manner, the encumbrance document can be modified later and a Lease Modification document can be processed to add the referenced document information.

While the Purchase Order could have multiple commodity lines, it is strongly recommended that the number be kept low as data entry on the Lessee COA document component becomes complex with more than one commodity line. For each commodity line and accounting line combination there would have to be a different Lessee COA record with a Percentage set to match the commodity and accounting line’s share of the total encumbrance.

The Generate Lines action assists with data entry.

LEASES Schedule Component This component records identification, control, and reporting information about one or more sets of

detail records that outline a payment and possibly an amortization plan for a lease. A schedule is always

required and multiple schedules are allowed for evaluation purposes, but only one can be marked as the

Selected Schedule.

The Generate Schedule action generates Schedule Detail records based on values entered on the Schedule. This action performs many steps.

The Get Template action provides a formatted Excel spreadsheet for uploading Schedule Detail records. This template should be used as the starting point for any file selected in the Import Details field. When another tool is used besides the Generate Schedule action to define the schedule, data from that tool is then transferred to this template.

The Import Details action imports the file in the Import File field.

Note: Attaching files by the same name to the schedule is not recommended as the system will select the first attached file when there are multiple files with the same name.

The fields on the Schedule Details Summary component are automatically calculated upon a Validate or Submit action.

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LEASES Schedule Details Component This component records the details of one or more planned payment schedules and any amortizations

necessary. This data drives automatic processing for payments/billings, accruals, and year end

processing. You can add records to the Schedule Details component in multiple ways:

Use the Insert New Line action to manually insert records. Populate all required fields.

Use the Import Details action on the Schedule component to upload from a spreadsheet specified in the Import File field on the Schedule component.

Use the Generate Schedule action on the Schedule component to generate Schedule Detail records based on values entered on the Schedule component.

Use either method for creating multiple lines and then modify, delete, or add records as necessary.

LEASES Debt Costs Component Optional component that records the costs of entering into a lease or other amounts for tracking

purposes.

LEASES Debt Instrument Alerts Component Optional component that records email alerts scheduled for a lease.

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Leases Data Entry Some of the LEASES document components require information and/or verification. This topic describes

the data entry requirements for LEASES documents. To create a LEASES document, use the Document

Catalog.

LEASES Authorization Component The following fields must be completed on the General Information tab of the Authorization

Component.

Authorization Debt ID (required – if Auto Generate ID is not selected)

Auto Generate ID (required – if Authorization Debt ID is not entered)

Authorization Amount (required)

Authorization Name

Authorization Short Name

Authorization Status (defaults to – Ready to Exercise)

Responsible Department

Authorization Start Date

LEASES Authorization Component – Reporting Information Tab Debt Type (required – Capital Lease as Lessee)

LEASES Authorization COA Component On the Fund Accounting tab, the following COA fields are required:

Fund

LEASES Authorization Alerts Component Optional component that records email alerts scheduled for an authorization. On the General

Information tab of the Authorization Alerts component select Insert New Line, and enter the following

information:

User ID (required – if Contact Code is not entered)

Contact Code (required – if User ID is not entered)

Email Title

Email Text

Alert Date

Note: if any alerts are to be generated AFIS will automatically send the emails out on the alert date.

LEASES Debt Instrument Component This component records identification, control, and reporting information for one or more leases. On

the General Information tab, enter:

Debt ID (required – if Auto Generate is not selected)

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Auto Generate ID (required – if Debt ID is not entered)

Debt Instrument Name

Debt Instrument Short Name

Debt Instrument Status (required – Active Lease)

Responsible Department

Select Record Initial Accounting (Recommended)

Issue Date

Principal

Note: The Lessor/Lessee and Major Type of Lease indicator fields were populated.

LEASES Lender/Lessor Information Component This component records information for the internal or external lender/lessor. On the General

Information tab in the Lender / Lessor Information and enters the following information:

Vendor Code

Address ID

LEASES Borrower/Lessee Information Component This component records information for the internal or external borrower. On the General Information

tab enter:

Customer Code

Address ID

LEASES Borrower/Lessee COA Component On the General Information tab of the Borrower Lessee Information COA enters the following

information:

Bank (required)

Type of Payment (required – defaults to ALL)

Percentage (must total up to 100)

LEASES Borrower/Lessee COA Component – Fund Accounting Tab

Fund Department

Unit

Appr Unit

Object

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LEASES Schedule Component On the General Information tab, enter:

Schedule Type (required – Amortized Payment)

Selected Schedule (required – Checked)

LEASES Schedule Component – Terms Tab Interest Rate (required)

Frequency (required)

Number of Payments (required)

Day of The Week (depends on Frequency)

Date of The Month (depends on Frequency)

Payment Month (depends on Frequency)

Schedule Start Date

Down Payment Amount (optional)

Entering a Capital Lease Asset The Lease Setup (LEASES) document allows the creation of capital leases, operational leases, and lease

authorizations. The LEASES document cannot be modified or cancelled once it has been submitted.

Create a Capital Lease Asset

Scenario Create a Capital Lease debt instrument for $100,000, which will be used to purchase a capital asset.

Login to AFIS. Create a LEASES document from the Document Catalog.



3. Click Create

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4. In the Code field, enter LEASES



7. Click Create

Complete the General Information tab in the Authorization component.



1. From the Secondary Navigation Panel, select the Authorization component

2. In the Authorization Debt ID field, enter your Department and current date

3. In the Authorization Name field, enter your Department and current date

4. In the Authorization Short Name field, enter your Department and current date

5. From the Authorization Status drop down, select Active

6. In the Authorization Date field, enter today's date

7. In the Authorization Start Date field, enter today's date

8. In the Authorization End Date field, enter today's date

9. In the Authorization Amount field, enter 100,000

10. Verify that the Generate Authorization Accounting checkbox is checked

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Complete the Reporting Information tab in the Authorization component. Click the Reporting Information tab.

1. From the Debt Type pick-list, select CAP-LSE (Capital Lease as Lessee)

Complete the Fund Accounting tab in the Authorization COA component.


mode

3. Select the Authorization COA component

4. Click the Fund Accounting tab


6. Complete the General Information tab of the Debt Instrument component

7. Click Debt Instrument


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1. In the Debt ID field, enter your Department and current date

2. In the Debt Instrument Name field, enter your Department and current date

3. In the Debt Instrument Short Name field, enter your Department and current date

4. From the Debt Instrument Status drop-down, select Active Lease

5. In the Responsible Department field, enter your student data card information

6. In the Issue Date field, enter today's date

7. In the Principal field, enter 100,000

8. Click Save

9. Verify that the Lessor/Lessee Indicator and Major Type of Lease were populated.

Complete the General Information tab in the Lender / Lessor Information component.

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Click Lender/Lessor Information.

1. From the Vendor Code pick-list, select VC0000000151

2. From the Address ID pick-list, select AD001

Complete the General Information tab in the Borrower/Lessee COA component.

1. Select the Borrower/Lessee COA component

2. From the Type of Payment drop-down, select Principal

3. In the Percentage field, enter 100

4. From the Bank pick-list, select BK01

Complete the Fund Accounting tab in the Borrower/Lessee COA component. Click the Fund Accounting Tab.






6. Return to the General Information tab in the Borrower/Lessee COA component

7. Select the General Information tab

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8. Click the Insert New Line button

9. From the Payment Type drop-down, select Interest

10. In the Percentage field, enter 100

11. From the Bank pick-list, select BK01

Complete the Fund Accounting tab in the Borrower/Lessee COA component. Click the Fund Accounting tab.






Complete the General Information tab in the Schedule component.

6. Click Schedule

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7. From the Schedule Type drop down, select Amortized Payment

8. Check the Selected Schedule checkbox

Complete the Terms tab in the Schedule component. Click the Terms tab.

1. In the First Payment Interest Rate field, enter 5

2. In the Interest Rate field, enter 5

3. From the Frequency drop down, select Monthly

4. In the Number of Payments field, enter 60

5. From the Date of Month drop down, select 15

6. In the Schedule Start Date field, enter today’s date

7. Select the Related Actions button, located in the lower right hand corner

8. Select Generate Schedule

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Navigate to the Schedule Details component and review the populated payment schedule. Click Schedule Details from the Secondary Navigation panel.

1. Review the populated payment schedule







Navigate to the Lease Registry (LEASE) and review the lease information.

1. In the Jump to field, enter LEASE

2. Click Go. The LEASE table opens

3. Click Search


5. In the Debt ID field, enter your Department and current date

6. Click Ok

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7. Click the downward facing arrow just below the grid to expand all sections

8. Click Home in the Primary Navigation Panel to return to the Home page.

Research Capital Lease Tables and Inquiries The common tables and inquiries utilized by users for Capital Leases include:

Lease Authorization Registry (LSAUTH)

Lease History (LSEHIST)

Lease Registry (LEASE)

These tables are updated when users process Debt Management documents in AFIS.

Lease Authorization Inquiry The Lease Authorization Registry (LSAUTH) page displays the Authorization and Authorization COA

records from processed Lease documents. Updates cannot be made directly to registry data. The Lease

Setup (LEASES), Lease Modification (LEASEM), and Debt Status Change (DEBTSC) documents make all the

additions and modifications to the registry. Certain Debt Management batch programs make minor

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updates to the registry for tracking purposes as well as the accounting documents created from those

programs. The Attachments action allows user to create new attachments, modify editable information

on existing attachments, open and review existing attachments, or delete attachments. Once an

attachment is loaded to the registry, all maintenance of that attachment has to be done from the

registry. Lease Modification documents will not bring in any existing attachments into a document with

the Auto Apply action. The archive of a Lease document will not remove the attachment from the

registry.

Lease History The Lease History (LSEHIST) page provides a means to query on, review, and download the debt,

accounting, and budgeting documents that have processed against a Debt ID with Major Type of Debt of

Lease. This page requires a minimum of information be entered before selecting the Browse link:

A Debt ID must be entered/selected in one of the Debt ID browse fields. Only one Debt ID can be entered in these fields and wildcard values are not allowed.

The other browse fields (Created/Updated, Doc Code, Doc Dept Code, and Doc ID) are optional. Wildcard values and multiple values separated by commas are allowed in these fields.

This page contains a Download link that allows for the downloading of selected records from a search for research purposes.

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Lease Registry The Lease Registry (LEASE) page displays the Debt Instrument, Lender, Lender COA, Borrower, Borrower

COA, Schedule, Schedule Details, and Debt Costs records from processed Lease documents. The Lease

Setup (LEASES), Lease Modification (LEASEM), and Debt Status Change (DEBTSC) documents make all the

additions and modifications to the registry. Certain Debt Management batch programs make minor

updates to the registry for tracking purposes as well as the accounting documents created from those

programs.

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Modify Capital Lease Asset The Lease Modification (LEASEM) document allows the modification of a lease or lease authorization

while also allowing for the creation of a new lease under an existing lease authorization. Lease

Authorizations can only be created with a LEASES document. The LEASEM cannot be modified or

cancelled once it has been submitted. Another LEASEM is required if a mistake was made on the first

LEASEM.

When a LEASEM document goes to final there are three possible pages updated: Lease Authorization

(LSAUTH), Lease Registry (LEASE), and Lease History (LSEHIST). The LSAUTH and LEASE pages are not

always updated as the LEASEM does not always have to change both or add a new lease.

A Lease Modification (LEASEM) document can be created and completed by a couple of methods that

are not common to all documents.

The LSAUTH page has a Modify action that will create a LEASEM with the Authorization and Authorization COA components completed with data.

The LSAUTH page has a Create New Debt Instrument action that will create a LEASEM with the Authorization and Authorization COA components completed with data and place the user on the Debt Instrument component to create a new lease.

The LEASE page has a Modify action that will create a LEASEM with data in all components, except the Alert components are blank.

The LEASEM document has an Auto Apply action on the Authorization and Debt Instrument components that allow the entry of the respective Debt ID and the action brings in registry information to the document.

When processing a LEASEM, you are presented with two columns of data. When records are being

added in the LEASEM, the data in both columns will be blank or have initial default values. Only the

second column will be completed when creating new records. When records are being modified, the

first column is a protected set of ‘previous’ fields displaying what already exists on the registry and the

second column is the same data displayed fields. In some cases, the field in the second column will not

allow a change for an existing record with edits.

Modify a Capital Lease Asset

Scenario You want to modify the interest rate on the lease from the previous activity.

Login to AFIS. Navigate to the Lease Registry (LEASE).



3. Click Search to open the Search window


5. In the Debt ID field, enter your Department and current date (lease from activity 10.5)

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6. Click Ok

7. Click the Modify link at the bottom of the page

8. Create a LEASEM document



11. Click Create Document

12. Go to the Schedule component. Click on the Schedule component

13. Uncheck the Selected Schedule box

14. In the grid at the top, click on the Copy Line feature

15. Click the Insert Copied Line button

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17. Check the Selected Schedule box on this new schedule

Go to the Terms tab in the Schedule component. Click on the Terms tab.

1. Change the First Payment Interest Rate to 3.75

2. Change the Interest Rate to 3.75

3. Click on the Related Actions button and select the option, Generate Schedule

4. In the grid at the top, make sure that you have selected the new schedule line

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Go to the Schedule Details component. Click on the Schedule Details component. Review the schedule details.

Finalize the Lease document.







Navigate to the Lease Registry (LEASE) and review the lease information.



3. Click Search


5. In the Debt ID field, enter your Department and current date (lease from activity 10.5)

6. Click Ok

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7. Click the downward facing arrow just below the grid to expand all sections


Run Debt Payment and Billing Job This chain job consists of a group of jobs that work together to create payment or billing documents that

record the payment or billing for a debt instrument. This chain job will be run for a lease, if the manual

payments/billing option is not selected on the Schedule / General Information section of the LEASE or

LEASEM documents for a Lease.

Once the job has run successfully, it will create a General Accounting Expense (GAX) document for

payments to a lender, or a Receivable (RE) document, for receipts owed from a borrower. This

document can be reviewed by navigating to the Document Catalog.

Generate Initial Debt Accounting Documents This chain job consists of a group of jobs that work together to create accounting documents that record

the initial accounting for debt authorizations and debt instruments.

When authorizations and instruments are set up and activated users have a choice to record the initial

accounting manually or allow this chain job to record the accounting. By leaving the Record Initial

Accounting flag checked (true) for the selected debt instrument, the system will automatically generate

documents for a debt instrument. This is the recommended approach.

Once the job has run successfully, it will create a Debt Accounting (DA) document. This document can be

reviewed by navigating to the Document Catalog.

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Asset Management Reporting

Learning Objectives In this lesson, you will review reports available in Asset Management.

Lesson Overview AFIS includes several reports for monitoring Asset Management.

Reports The key reports needed to support the AFIS Asset Management business processes are listed below.

Included with some of the reports are the data elements (prompts) that are available.

AFIS Reports

Mass Depreciation Report – This report generates a listing of the depreciation to be applied to each selected asset based on the input parameters and each asset’s depreciation attributes. The report is sorted and summarized by Department and Fixed Asset Type.

infoAdvantage Reports

FIN-AZ-AM-C052 Physical Inventory Sheet- This report lists the Fixed Assets and their locations for use in conducting physical inventory

FIN-AZ-AM-C053a Fixed Asset Transfers by Fiscal Year- This report lists Fixed Asset Transfers by Asset Type for a Fiscal Year or Accounting Period. The Transfers Tab shows sales (FS) and transfers (FT) within a Department. The 2-Step Internal Sale Tab shows assets sold from one department (FD) and acquired by another department (FA) using a new Fixed Asset Number.

FIN-AZ-AM-C056- Assets With Multiple Components By Department and Asset Type- This report provides a listing of multiple component assets by Department and Asset Type. An Asset with multiple Asset Types (such as V, E, B, etc.) will be represented within the appropriate Asset Type grouping.

FIN-AZ-AM-C062 Age of Assets- This report lists all fixed assets for a given department and asset status and calculates their age by comparing the acquisition date to the current date.

FIN-AZ-AM-N067-Fixed Assets by CFDA number- This report provides fixed assets by CFDA and other funding sources.

FIN-AZ-AM-N341- Disposed Assets by Acquisition Fund- This report includes disposed Fixed Assets by Department and Fund for the purpose of Federal reporting.

FIN-AZ-AM-N358-Fixed Asset by Location and Sub-Location- This report captures Fixed Assets by Location and Sub-Location.

FIN-AZ-AM-N538-Fixed Asset by Type-Fund 1300-The report lists the details of transactions for each fixed asset and component for a given timeframe.

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FIN-AZ-AM-N542 - Asset Expenditures by Period-The Report shows cash expenditures for Object Class 8100, 8400, and 8500 by Fiscal Year, Accounting Period, Department, and Fund, Object Category, Object Class, and Object.

FIN-AZ-AM-N593 - Fixed Assets by Type - Detail - The report lists fixed assets and components according to their fixed asset type. For each fixed asset the manufacturer, serial number, model number, asset location and value are included in the report.

FIN-AZ-AM-N599 - Fixed Assets Acquisitions - The report summarizes the assets that comprise Additions for Fiscal Year-End Fixed Asset Closing Package.

FIN-AZ-AM-N602 - Fixed Asset Disposals – The report document is used to capture fixed asset disposals for CAFR reporting.

FIN-AZ-AM-N603 - Fixed Asset Accumulated Depreciation - This report is designed to facilitate both Year-end financial reporting and interim review of depreciation postings.

FIN-AZ-AM-N607 - Fixed Asset Transaction Register - This report is designed to provide a listing and some baseline information on all fixed asset documents

FIN-AZ-AM-N608 - Fixed Asset Activity Report for Monthly Financial Review - The monthly financial review requires an independent review of fixed asset transactions This report provides a high level review of fixed asset activities for the selected fiscal year and accounting period.

FIN-AZ-AM-N609 – Fixed Asset Reconciliation to General Ledger - This report shows the actual posting fund for Fixed Asset: Fund 1300 (the Statewide Capital Asset Fund) is the fund to which most department asset activity is posted.

FIN-AZ-AM-N610 - Asset Listing - This report lists fixed assets and memo assets according to their fixed asset type.

FIN-AZ-AM-614 - Assets Purchased through APP - This report provides accounting

information for payments for assets that originated as GAXIV1 documents in the

Arizona Procurement Payment (APP) system.

FIN-AZ-AM-617 – Capital Outlay Review - The report provides a list of Asset

Expenditures and a list of FA documents entered. The purpose of this document is

to assist Departments in reconciling their assets entered with their asset

expenditures for the period(s) shown.

FIN-AZ-AM-N623 - Incorrect Depreciation Expense - This Report shows all ME

(depreciation) documents that processed with any object other than object 7912.

Memo Assets are excluded from this report.

FIN-AZ-AM-N626 - Fixed Assets Summary Snapshot - This report is designed to

provide a point-in-time snapshot summary of Fixed Asset Module (FAM) balances

for the fiscal year. Departments can use this report as part of their monthly fixed

asset reconciliation, before the end of the fiscal year, to ensure that FAM is up to

date for gross fixed assets and accumulated depreciation.

InfoAdvantage Baseline Reports:

FIN-FA-0003 - Fixed Asset Transaction Detail

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FIN-FA-0004 - Fixed Asset Replacement Forecast

Appendix Mass Depreciation Process Depreciation is the process by which an asset’s book value decreases over time. As capital assets age,

wear, or become obsolete, the loss in value is recognized as depreciation expense. A server, for

example, that initially costs $5000 is worth substantially less than the original cost in the third year of its

useful life.

This section provides a detailed description of the Asset Depreciation business process, performed by

the General Accounting Office. The Straight Line method is identified as the depreciation method which

is going to be used by the State. This scenario describes the ability for the General Accounting Office to

depreciate assets in AFIS, using the Straight Line method of Depreciation for CAFR Reporting.

The following asset types (“Fixed Asset catalogs” in AFIS) are identified as non-depreciable by the State:

Land

Construction in Progress

Works of art Non-Depreciable

Infrastructure Non-depreciable

Development in Progress – Intangible capital assets

Tangible Rights of Way – Land Held for Future Development

All the other asset types are subject to straight line depreciation. Users may check whether a specific

asset type is subject to depreciation by reviewing the records on Fixed Asset Type (FATP) Table in AFIS.

The Mass Depreciation process may be run in two modes: Report Mode or Update Mode.

The Report Mode generates a report listing the depreciation to be applied to each selected asset based on the input parameters and each asset’s depreciation attributes. The report is sorted and summarized by Department and Fixed Asset Type. No depreciation updates are made in the system when the process is run in this mode.

In Update Mode, the process calculates the depreciation and updates Journals and the Fixed Asset Registry with Mass Depreciation (ME) documents. End users are not able to open these documents though they do appear as a record on these tables. The ME document does not appear on the Document Catalog, but users are able to view it on the Fixed Asset Accounting Journal (JFAAJ) and Accounting Journal (JACTG) tables. The Mass Depreciation job also inserts the calculated Depreciation Amount in the Depreciation History (DEPH) table for each asset record in AFIS.

The General Accounting Office runs the AFIS Mass Depreciation Process in update mode quaterly and

during the annual close each year. The batch process only selects assets subject to depreciation, and

automatically computes depreciation using the Straight Line Method.

Any asset changes made between depreciation runs will be included in depreciation calculations, during

the next process run.

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Once the Mass Depreciation process is run in update mode, infoAdvantage tables are also updated,

which will then be used to generate CAFR Reports.

Record Manual Depreciation

Scenario The GAO noticed that the Prisoner Transportation Bus (Activity 2.1) was not picked up in the Mass Depreciation Process. Use a Manual Depreciation (FE) document to manually depreciate the asset. Note: This activity is linked to Activity 2.1, which must be completed successfully before performing the steps in this activity

Login to AFIS. Create an FE document from the document catalog.



3. Click Create

4. In the Code field, enter FE

5. In the Doc Dept field, enter your student data card information


7. Click Create




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1. In the Document Description field, enter Manual Depreciation


3. Verify the Event Type is set to FA03 (Record Deprecation of an Individual Fixed Asset


Verify COA elements are inferred on the Responsibility Center tab. Click the Responsibility Center tab. Verify the Fund, Department, Unit, and Appropriation Unit fields are inferred.

Verify the values associated with Component Number 01 are inferred on the Component.

1. Click the Component from the Secondary Navigation Panel

2. Verify the values with the Component Number on the tabs

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3. Click the Cost, Valuation and Depreciation tab

4. In the Depreciation Amount field, enter 4,200.00

5. Verify the values associated with Component Number 02 are inferred on the Component.

6. Click on Component 02 in the grid at the top

7. Verify the values with the Component Number on the tabs

8. Click the Cost, Valuation and Depreciation tab

9. In the Depreciation Amount field, enter 460.00

Verify the values associated with each Component Number are inferred on the Accounting component. Click the Accounting component.

1. Verify the values associated with the Component Number on the tabs. They cannot be modified







Note: Upon submittal, users will see a Warning message ‘Depreciation Method should be MANUAL.’

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Required Fields for IT Equipment

Table 3: Required Fields for IT Equipment

ISIS Asset Inventory Field AFIS Field

AFIS Document Document Section

Asset Tag Number Fixed Asset Number

FA or FAS Header Tab / General Information Section

Unit Cost Component Total

Component Tab (calculated as total of accounting lines for each component)

N/A Commodity

Component Tab / Component General Information Section

Number of Seats

Statistical Unit


Statistical UOM (select a Statistical UOM of 'users', 'cpu' or 'devices')

Lease Number Debt ID Component Tab / Component General Information Section

Comments

Data in the following fields: Description 1 through 5, Property Description and Extended Description


Manufacturer Name Manufacturer

Component Tab / Specifications Section

Version Name / Number (Software) Product / Category


Model Name / Number (Hardware or Software) Model Number


Serial / License Number Serial Number


Acquisition Date Acquisition Date Component Tab / Acquisition Details Section

Status Acquisition Method Component Tab / Acquisition Details Section

Location Location Component Tab / Component Location Details Section

City Provided through rollup to Location Name

Component Tab / Component Location Details Section

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Asset Group Fixed Asset Group Category - Defaults from FA Catalog

Component Tab / Component Classification Section

Asset Type Fixed Asset Group - Defaults from FA Catalog

Component Tab / Component Classification Section

Asset Code Fixed Asset Catalog Component Tab / Component Classification Section

N/A Useful life Component Tab / Component Classification Section

Agency AFIS Code Department

Accounting Tab / Fund Accounting Section

Sub Organization Unit

Accounting Tab / Fund Accounting Section

N/A Last Inventory Date FM Component Tab / Component

Location / Condition Section

Maintenance Type

Repair & Maintenance Type (if applicable)

FRM Warrant - Repair and Maintenance Tab / Repair & Maintenance Section

Maintenance Vendor

Repair & Maintenance Vendor Name (if applicable)

Warrant - Repair and Maintenance Tab / Repair & Maintenance Section

Maintenance Cost

Total Cost of Repair & Maintenance (if applicable)

Warrant - Repair and Maintenance Tab / Repair & Maintenance Section

Disposition Date Disposition Date FD Component Tab / Disposition Details

Section

Disposition Disposition Method Component Tab / Disposition Details Section

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List of Acronyms

Table 4: List of Acronyms

Acronym Definition

AD Automated Disbursement document

BSA Balance Sheet Account

CAFR Comprehensive Annual Financial Report

COA Chart of Accounts

CR Cash Receipt

CUSD Custodian Table

DA Debt Accounting document

DEPEC Depreciable Elements Change

DEPH Depreciation History

EFT Electronic Funds Transfer

ETYP Event Type

FA Fixed Asset Acquisition

FABALSQ Fixed Asset Balance Summary

FACC Fixed Asset Capitalization Criteria

FACLG Fixed Asset Catalog

FACPA Fixed Asset Construction Program Allocation

FACPAD Fixed Asset Construction Program Allocation Detail

FACPER Fixed Asset Construction Program Expenditure Reconciliation

FADM Fixed Asset Disposition Method

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Terminology

Table 5: Terminology

Term Description

Agency A State agency is a ‘Department’ in AFIS. The Dept field in AFIS is used to capture agency information.

Asset Management Process the State of Arizona uses to manage assets.

Auto Apply Button located on the Header and Component sections of Fixed Asset documents. When selected, this feature populates certain fields, which are pulled in from the Fixed Asset Registry page using the existing Fixed Asset number.

Balance Sheet Account (BSA)

Used to define values for asset, asset offset, liability, and equity accounts.

Base Asset This field will be selected on the Acquisition (FA) or Acquisition – Shell Generated (FAS) documents automatically and cannot be changed. All components added on the FA or FAS documents through a process other than as a Betterment (FA02 event type), will need to meet the capitalization threshold. Assets added on an FA or FAS documents through the Betterment process (FA02 event type) will not be classified as a base asset, and, therefore will not need to meet the capitalization threshold.

Betterment An addition or improvement to an existing asset. In AFIS, Betterments are processed with an Event Type of FA02, using the Acquisition (FA) or Acquisition – Shell Generated (FAS) document codes.

Capitalization Costs to acquire an asset that exceed the threshold for the Asset Type as defined on Fixed Asset Capitalization Criteria (FACC) must be capitalized using an Acquisition (FA) or Acquisition – Shell Generated (FAS) document.

Chart of Accounts (COA) elements

An account structure to classify financial information, which captures the dimensional structure for documenting and reporting on budget data.

Component A Fixed Asset consists of one or more Components that represent separate valuations of the asset. Each component has its own location, cost history, and specifications. Components may be added as Betterments during the life of the asset.

Composite Asset Assets with multiple inseparable components may be established as a Composite Asset and depreciated as one single asset based on Header level attributes.

Construction in Progress (CIP)

Construction costs for an asset that is not yet in service, such as a building or highway, may be captured in a C-Type Asset through the Program Asset Generation process. When the asset is ready to go into service, the Program Asset Generation process converts the Asset Type to the appropriate Type

Contributed Asset/Donated Asset

A contributed asset, also referred to as a donated asset, is an asset that is not purchased but given to an entity. There is no payment record in AFIS linked to a contributed or donated Asset.

Custodian (CUSD) Table

The Custodian (CUSD) table is used to set up Custodians that can be selected on Fixed Asset documents. It represents the individual who has custody of the asset.

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Debt Accounting (DA) document

The Debt Accounting (DA) document performs all one-party debt accounting that is not part of a specific functional area such as Accounts Payable or Accounts Receivable.

Department One element in the AFIS Chart of Accounts structure. This element is associated with a State agency. In this document, unless otherwise defined, Department and agency are interchangeable.

Depreciation A reduction in the value of an asset with the passage of time, due in particular to wear and tear. Depreciation is calculated using In Service Date for most assets.

Disbursement Liquidates the payable, and generates payment. The payment may be in the form of a Warrant or Electronic Funds Transfer (EFT).

Document Phase A point in time within the document processing lifecycle. Common phases are Draft, Pending, and Final.